Academic Advisor

Updated: 7 months ago
Location: Lawrence, KANSAS
Deadline: The position may have been removed or expired!


College of Liberal Arts & Sci

Position Overview

Graduate Academic Advisors in the College of Liberal Arts & Sciences (CLAS) are team members of the College Office of Graduate Affairs (COGA) and are assigned to a specific CLAS unit(s) to advise graduate students and faculty on policies and processes related to graduate education at KU and to manage all administrative aspects of graduate programs.  

Graduate Academic Advisors create a student-centered environment where differences are valued and each person is supported.  Students are provided with equitable, inclusive advising and are connected to services and opportunities to facilitate successful progression throughout their graduate career. Departments are provided with professionalized support for program initiatives and management of program administration. Graduate Academic Advisors work closely with faculty in their assigned academic units(s), the COGA office, and other campus partners to collaborate on key initiatives related to graduate education.

CLAS Graduate Academic Advisors report to the COGA Assistant Director. This search will result in the hire of two (2) academic advisor positions serving several departments in the Humanities and Social Sciences.

Job Description

(50%) Advises and guides graduate students and faculty on policy, procedures, and best practices related to graduate education in order to ensure student success.

•    Maintains broad expertise on University policies and procedures affecting graduate education at KU.  Proactively and effectively communicates this information to faculty and students to ensure successful progression through the program and provide creative solutions to complex advising scenarios.
•    Advises faculty on College expectations and best practices across KU units relating to graduate processes.
•    Serves as an advocate for students and as a liaison 1) between students and campus offices; 2) between faculty or department leadership regarding student issues or grievances.  May either advise students, relay concerns to the appropriate department faculty member, or connect the student with the appropriate campus organization.
•    Connects students with opportunities for support, campus and community engagement, and resources.
•    Communicates with prospective students to guide them through the application process, including to provide information about graduate programs and funding, advise on university and program admission requirements, and ensure that all materials are received on time.
•    Advises students and faculty regarding University requirements for exams and graduation and meets with students individually to ensure that documentation required for graduation is submitted appropriately.
•    Advises students on University requirements and program expectations related to funding or University employment. Guides students through the GTA/GRA/GA hiring process.
•    At request of unit, attends graduate faculty meetings, admissions and awards committee meetings, and annual graduate student review meetings in a policy advising capacity.
•    When appropriate, collaborates with or provides training for faculty members regarding use of University systems related to graduate education.

(30%)  Manages all administrative aspects of the graduate program and graduate data

•    Submits and tracks all University or departmental forms related to student petitions, milestones, enrollment exceptions, exams, and graduation.
•    Maintains current and historical data and records relating to the graduate program and individual students.
•    Verifies that students have fulfilled all program and University requirements for degree, schedules final exams, and approves applications for graduation on behalf of the department.
•    Manages all administrative aspects of the graduate admission process, including tracking applicant materials, providing data or reports to admission committees, processing admission decisions in the Admit system, and processing correspondence and invitation letters.
•    Develops and manages communication campaigns for recruitment and outreach.
•    Coordinates prospective student visits, recruitment activities, and other events related to graduate programs.  Organizes and presents at new student orientations.
•    Tracks graduate student enrollment, provides permission numbers, prepares and assists with submission of enrollment forms.
•    Manages all administrative aspects of 3G (GTA/GRA/GA) processes, including support for the selection process, tracking of appointments and course assignments, submission of hiring information to the Shared Service Center, and coordination and tracking of annual evaluations by 3G supervisors.
•    Maintains and updates the graduate student handbook and graduate pages of the department website and academic catalog.

(20%) Collaborates with department and campus partners on key initiatives.

•    Consults regularly with Director of Graduate Studies (DGS) regarding the graduate program to ensure student success and collaborate on program initiatives.
•    Builds rapport and an understanding of department culture in order to tailor advising and support to meet department’s needs.
•    Coordinates with campus student success units to create and implement targeted programming for students based on their stage in the program, funding status, or career pathway.
•    Works with department stakeholders or committees to provide reports, interpret data trends, and offer feedback to support innovative program development, recruitment efforts, or alumni development.
•    Supports the program and curricular development process, including coordination with governance to submit and usher through program & curricular changes.
•    Collaborates with COGA’s Graduate Student Professional Development Coordinator connect students with professional development resources or implement programming appropriate to their discipline.
•    As COGA team member, advises and provides feedback and input from a unit perspective in order to refine policies and/or College-wide administrative processes related to graduate program and advocate for students in their unit.
•    Assists the COGA Assistant Director with student services projects and initiatives, COGA training meetings, and workshops.
•    Attends and assists with the CLAS Master’s Hooding Ceremony and Graduate Studies Doctoral Hooding Ceremony.  

Required Qualifications

Evaluation of the following requirements will be made through (1) descriptions of work experiences and educational experiences in cover letter, (2) record of accomplishments and productivity addressed in resume, and (3) information provided from professional references:

1.    Bachelor’s or equivalent degree.
2.    One year minimum of professional experience involving the execution of detailed and time-sensitive procedures requiring independent judgment and a high degree of accuracy.
3.    Demonstrated effective communication skills as evidenced by application materials.
4.    Demonstrated organizational skills and attention to detail.
5.    Demonstrated experience investigating, interpreting and communicating guidelines, regulations, policies, and procedures.
6.    Demonstrated ability to work independently to organize and track tasks/projects and to meet deadlines.
7.    Demonstrated experience collaborating and communicating with individuals from varying cultures, backgrounds, or levels of authority.
8.    Demonstrated experience using databases or other electronic systems for tracking and managing information (e.g., accounts, data, forms).

Preferred Qualifications

1.    Master's degree.
2.    Demonstrated experience with and dedication to diversity, equity, and inclusion efforts.
3.    Experience training others on procedures and/or electronic systems.
4.    Experience providing customer service.
5.    Professional experience handling sensitive information and/or situations requiring discretion and conformity to confidentiality and security protocols.

Contact Information to Applicants

Morgan Swartzlander

Additional Candidate Instruction

A complete application will include the following attachments:
1)  a cover letter that addresses how you meet the required qualifications;
2)  a resume;
3)  and contact information for three professional references with their email addresses.

Application deadline is February 4, 2019.  Only complete applications will be considered.

Advertised Salary Range

36,710 minimum

Application Review Begins


Anticipated Start Date


Work Location

University of Kansas - Lawrence

FLSA Status

Administrative (Salaried)

Employee Class

U-Unclassified Professional Staff

Job Family



The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following persons have been designated to handle inquiries regarding the nondiscrimination policies and are the Title IX coordinators for their respective campuses: Executive Director of the Office of Institutional Opportunity & Access,, 1246 West Campus Road, Room 153A, Lawrence, KS 66045, 785-864-6414, 711 TTY 9for the Lawrence, Edwards, Parsons, Yoder, and Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission Parkway, Fairway, KS 66205, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses).

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