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Graduate Academic Advisor II

Basic Position Information

Job Code: 2145

Title: Graduate Academic Advisor II

Department: Various

Essential Personnel: N

Job Family: Student Operations

Job Sub-Family: Academic Advising

FLSA Classification: E

Job Grade: 13

Grade Min: $47,731

Grade Mid: $57,277

UHD Succession Plan: N

Criticality of Position: N/A

Career Ladder: Pre-Defined

Campus Security Authority: Y

Screening Committee: N

Motor Vehicle Record Check: N

Job Summary

The Graduate Academic Advisor II advises new and continuing graduate students on academic matters such as course selection and degree plans. Monitor students' academic progress. Maintains and updates degree plans. Communicates university policies and procedures to graduate students. Actively participates in the college's graduate student retention and timely graduation efforts.


  • Develops individualized program of study based on student's admission to chosen graduate program. Creates official degree plans for all admitted graduate students. Provides academic advising to all new and returning graduate students in advisor's assigned concentration(s) from the student's time of admission thru graduation. Determines student's appropriate course sequencing to ensure on-time graduation.
  • Maintains continuous verbal and written communication with students. Runs communication campaigns in EAB to contact and reach out to students as needed.
  • Conducts degree audits and notifies students of missing enrollment, course withdrawals, and prerequisite course issues, etc. Performs specialized advising projects, such as manual grade audits processes, determination of academic status (early alert – good standing, probation), calculation of grades needed to return to good standing (probation), etc. throughout the semester/academic year.
  • Maintains online data and resource files in student information systems and advising software (EAB-Navigate). Tracks all Early Alert/Probation records for continual monitoring and analysis.
  • Serves as student advocate making appropriate referrals for scholarships, financial aid, Student Business Services, Learning support, counseling services, and other campus services.
  • Provides preliminary evaluation of transcripts for review of prerequisite and graduate level course waiver. Works with students to submit petition requests for course waiver, course transfer, out of sequence courses, and course overload requests.
  • Supports other retention and timely graduation efforts for Graduate students.

Marginal Duties

  • Actively participates in weekly Graduate Studies Team meetings with faculty liaison, Graduate Studies Director(s), Academic Deans, advisors and MBA graduate studies coordinators by providing weekly updates for advising related matters and sharing information of matters related to advising and/or admissions for each admission cycle for graduate studies programs.
  • Performs all other duties as assigned

Supervisory Responsibilities

Direct Reports:

  • None

Delegation of Work:

  • N/A

Supervision Given:

  • N/A


Required Education:

  • Bachelor's degree

Required Experience:

  • Minimum of three (3) years of related job experience
  • Experience and commitment to serving a representative and diverse faculty, administrative staff, and student body


  • None Required

Preferred Qualifications

  • Graduate Advising Experience

Knowledge, Skills and Abilities


  • Knowledge of trends, issues, and accepted practices relevant to the position
  • Excellent computer proficiency (MS Office Word, Excel, and Outlook).


  • Candidate exhibits strong interpersonal skills, and experience working with students, parents, faculty, and staff
  • Excellent verbal and written communication skills,


  • Ability to effectively communicate with internal and external constituents
  • Strong ability to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary student service.
  • Ability to work with higher education software systems, analyze data, produce reports, and implement systems to monitor and manage staff productivity.

Work Location and Physical Demands

Primary Work Location:

  • Works in an office environment.

Physical Demands:

  • Work is performed in a typical interior work environment which does not subject the employee to any unpleasant elements; individual has discretion in relation to walking, standing etc., and has minimal exposure to physical risks.
  • Occasional lifting, pushing, climbing, and pulling may be required.
  • Must have the ability to move items of up to 25lbs.

Position Specific Competencies

Commitment to Excellence - UHD

  • Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
  • Continuously strives to improve work performance.
  • Accepts responsibility for his/her commitments to the university.
  • Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.


  • Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
  • Accepts responsibility for his/her actions.
  • Respects and complies with department and university policies, procedures, and work rules.

Respect and Cooperation

  • Treats others with courtesy, respect, and dignity in the workplace.
  • Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.


  • Takes responsibility to accomplish job assignments within reasonable deadlines.
  • Willing to accept new projects and/or commitments.
  • Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
  • Arrives to work on time prepared and ready to contribute.


  • Willingly adjusts to changing work assignments or conditions.
  • Open to changes in operational procedures, technology, and/or organizational structure.
  • Views changes as opportunities for learning and professional development.
  • Displays a positive attitude to encourage others.
  • Promptly responds to changes in work priorities and/or unexpected circumstances or situations.


  • Possesses required job skills and knowledge.
  • Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.

Student Advising/Assistance

  • Demonstrates the ability to advise and assist university students and/or prospective students with academic plans and course selection, financial options, career plans, and/or student opportunities.
  • Shares relevant knowledge and insight to apprise students of the university's programs and services.
  • Provides encouragement and guidance to foster student success.
  • Listens and responds to student requests and concerns with patience and understanding.
  • Treats students with respect.

Computer/Automated System Proficiency

  • Proficient in the use of university applications or automated systems to perform job duties.
  • Complies with related policies, procedures, and work rules to maintain system security and data integrity.

Problem Solving

  • Formulates plans and strategies to proactively resolve anticipated problems.
  • Prudently responds to unforeseen problems through careful consideration and analysis of problem and relevant information and circumstances.
  • Recognizes and apprises appropriate university administrator when resolution requires senior management input and/or approval.

Building External Relationships

  • Demonstrates the ability to build rapport and develop relationships with external constituents.
  • Displays a genuine interest in constituents' ideas and concerns, and pursues mutual interests and aspirations between the university and external constituents.
  • Builds trust and forms alliances through shared respect and cooperation.

Student Success Direct Support

  • Assists and/or advises students and/or prospective students with academic plans and course selection, financial options, career plans, and/or student opportunities.
  • Contributes to student success through careful monitoring of student progress within caseload.
  • Promotes student success through regular and persistent outreach to student caseload.
  • Provides encouragement and guidance to foster student success.
  • Shares relevant knowledge and insight to apprise students of programs and services available to them.
  • Listens and responds to student requests and concerns with patience and understanding.
  • Treats students with respect.

This job description may not encompass all duties and responsibilities associated with the position.