Transfer Advisor for Special Programs and Assistant Dean of Undergraduate Advising

Updated: about 2 months ago
Location: Campus, ILLINOIS
Job Type: FullTime


The Transfer Advisor for Special Programs and Assistant Dean of Undergraduate Advising advises students transferring from community colleges about their academic plans and progress, academic schedule, choice of major, and other academic activities and career goals, in order to assist the student in making decisions concerning personal educational goals leading to graduation. The transfer advisor also serves as the initial point of contact for prospective and transfer students navigating pathways from two-year institutions to Case Western Reserve University and provides counsel and assistance regarding transfer requirements, general education, major preparation, navigating the application process, and assessment of transferable credits. The Transfer advisor/assistant dean also helps students navigate student services at Case Western Reserve University, including but not limited to University Housing and Financial Aid. The Transfer Advisor/Assistant Dean manages the enrollment and provides academic support to domestic, non-degree, undergraduate students.

In addition to working with individual students, the transfer advisor/assistant dean also manages a portfolio of academic policies, procedures, and relationships particularly those related to transfer pathways. The transfer advisor/assistant dean will maintain the transfer guides with Northeast Ohio institutions, oversee the university’s cross-registration and concurrent enrollment programs, and work with departments to ensure that transfer guides and articulation agreements are current. Working in collaboration with two-year partner institutions, Undergraduate Admissions, First-Year Experience, and other campus stakeholders, the transfer advisor will assist in developing and conducting programs and activities that identify candidates for cross-registration and concurrent enrollment; support students as they navigate application, enrollment, and financial aid processes; prepare and update information and university resources around transfer to Case Western Reserve University from two-year institutions to be used by students and faculty; and remain current on best practices by representing Case Western Reserve University in appropriate local and national professional organizations, including but not limited to the Ohio Transfer Council (OTC), the National Institute for the Study of Transfer Students (NISTS), and the National Association of Student Personnel Administrators (NASPA). This position will serve as a support system for transfer students from two-year institutions, helping them navigate the challenges of a four-year environment and achieve their academic and personal goals.

The Undergraduate Advising Support Office within the Division of Student Affairs’ goal is to provide timely and accurate advice for students on their academic journey through Case Western Reserve University, connecting them to other resources of support as needed to allow them to successfully complete their academic degrees.



  • Academic Advising: Counsel prospective and transferring students regarding credit transfer, university policies, application, enrollment, and financial aid processes, scholarships, program requirements, registration, and available student support services. Provide preliminary academic advising, transcript evaluation and admissions counseling for transfer students. Advise students on transfer plans and major requirements. Help students select courses and majors that align with their career goals and interests. Provide information about degree requirements, prerequisite courses, academic policies and procedures, campus resources and transfer credits. Assist students with the identification of long-term goals and career plans and support. Provide direction and resources for tutoring and other academic needs. Maintain advising records and confidential student evaluation records. Work with non-degree student populations (except exchange students and Case Western Reserve University employees) who do not hold an undergraduate degree, including those in the cross-registration, concurrent enrollment, visiting/transient students, and College Credit Plus programs. Enforce academic regulations and degree requirements. (30%)
  • Connect transfer students from two-year institutions to campus resources, including health services, financial aid, internship and career exploration opportunities, and job searches. Identify, advocate for, and make use of institutional resources effectively to provide top-tier support to students from nontraditional, underrepresented, low-income, veteran, and first-generation backgrounds. Serve as the main point-of-contact for students on campus and create and maintain a holistic support system for students. (10%)
  • Respond to inquiries about general academic advising issues from the assistant deans of the schools, department chairs, academic representatives, and faculty advisors. Coordinate with Undergraduate Admissions by responding to requests from prospective transfer students. Answer inquiries from two-year institution and school administrators concerning transfer admissions and transfer credits and assist in identifying candidates for pathway programs and concurrent enrollment/cross-registration opportunities. Collaborate with Admissions to develop and attend programs and events supporting transfer at community colleges. (15%)
  • Advise students and maintain records with respect to withdrawals, leaves of absence, and failure to return for the next semester, discussing with students the reasons for their decisions, as well as returns from voluntary leaves and readmission after separation. (10%)


  • Review requests for substitutions of academic requirements and review the completion of academic requirements for the purpose of degree certification. (5%)
  • Monitor course registrations for the upcoming semester, reaching out to students who have not yet registered to understand the reasons and to provide assistance in resolving any outstanding issues. Prepare and present to students and two-year partners rosters of courses appropriate for cross-registration and concurrent enrollment registration. (5%)
  • Identify appropriate peer mentors for incoming transfer students and pair mentors with new students according to major and career interests, as appropriate. (5%)
  • Assist and support prospective transfer students in the application process by participating in workshops, Q&A sessions, and collaborations with admissions. (5%)
  • Work with the Office of Student Affairs to maintain and update transfer guides, coordinating with departments to ensure guides and transfer credits conform with major requirements and curriculum changes. (5%)
  • Serve as a primary contact for Northeast Ohio community colleges and collaborate regularly with transfer centers; serve as initial contact for relevant articulation agreements, including but not limited to the University’s established transfer pathways. (5%)
  • Expected to hold professional affiliations/memberships with National Academic Advising Association (NACADA) and/or National Association of Student Personnel Administrators (NASPA). (<1%)
  • Maintain advanced knowledge of recent research and best practices in transfer programs through literature review and attendance at relevant conferences. Identify trends and strategies that will advance admissions recruitment and retention using best practices, and present findings to university leadership. Collaborate with campus resources to improve support for transfer students. Participate in regular leadership meetings with internal and external stakeholders. (5%)
  • Perform other duties as assigned. (<1%)


    Department: Daily contact with Dean of Undergraduate Advising for exchange of information, consultation, and decision-making. Daily contact with other Senior Associate/Associate/ Assistant deans and members of the technical staff for exchange of information, consultation, supervision, and shared projects. Daily contact with the department assistant who supports the work of this Assistant dean. Regular contact with the graduation and student records specialist on matters related to degree certification and commencement. Regular contact with other members of the Division for Student Affairs, including Career Services, Undergraduate Research, etc. Weekly contact with Dean of Students staff, Residence Life and Greek Life staff and UHC regarding issues related to specific students. Regular contact with Educational Services for Students, Disability Resources, Career Center, University Counseling Services, Office of Multicultural Affairs, members of the Residence Life and Greek Life staffs, and other offices concerning individual students. Regular contact with other members of the office staff to maintain workflow.

    University: Daily contact with faculty as advisors and course instructors about individual student concerns. Regular contact with the Registrar’s office concerning student registration and transcript issues. Occasional contact with the Office of Financial Aid for discussion of student concerns. Regular contact with the Office of Admissions. Regular contact with the Cleveland Humanities Collaborative.

    External: Regular contact with 2-year campus partners and other cross-registration partners. Periodic contact with employers doing background checks of current and former students.
    Students: Daily contact with prospective transfer applicants, non-degree enrollees via cross-registration and concurrent enrollment, and matriculated bachelor’s-seeking undergraduates. Occasional contact with alumni seeking certification of enrollment/degree, letters of recommendation, and/or academic advice.






    Experience: 3 to 5 years of experience in university teaching and/or administration. Experience working with underserved student populations preferred. Successful leadership experience in a complex, research-intensive institution of higher education strongly preferred.

    Education: Master’s degree in Education, Counseling, Higher Education, or an academic field relevant to supporting transfer students.



  • Commitment to and appreciation of working with diverse groups of individuals, including age, race, ethnicity, gender, gender expression, sexual orientation, socioeconomic and educational background, and ability.
  • Excellent oral and written communication skills.
  • Demonstrated collaboration with student affairs, faculty, department chairs, deans, and other campus partners on behalf of students preferred.
  • Excellent interpersonal skills and ability to support and challenge a diverse population of high-ability undergraduates.
  • Ability to apply independent judgment and decision-making skills to issues related to university policies and procedures.
  • Proven success working in a collaborative environment.
  • Ability to assimilate and communicate information to a variety of audiences.
  • Proficiency in current software applications: electronic calendar, word-processing, spreadsheet, PowerPoint, email, Zoom, Adobe products, database (preferred); and ability to quickly learn the Student Information System.
  • Ability to meet consistent attendance.
  • Ability to interact with colleagues, supervisors and customers face to face.


    This position will be 100 percent in-person, with flexibility built-in to manage life events and seasonal workload.

    In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity.  Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.


    Case Western Reserve University provides reasonable accommodations to applicants with disabilities.  Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation.  Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.


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