POSITION OBJECTIVE

The Advisor/Assistant Dean of Undergraduate Advising advises students concerning their academic plans and progress, academic schedule, choice of major, and other academic activities and career goals, to assist the student in making decisions concerning personal educational goals leading to graduation. This position requires considerable contact with students through individual interviews, group meetings and workshops. The Advisor/Assistant Dean of Undergraduate Advising manages approximately 275 advisees at Case Western Reserve University. In addition to their main responsibility for advising, these positions also manage the degree certification process for all May, August, and January undergraduate degrees.

The Advisor/Assistant Dean of Undergraduate Advising requires demonstrated human relations and communication skills and is expected to possess extensive knowledge about academic programs, policies, procedures, and student support services within the scope of their responsibilities. They must be able to interpret student needs and provide individualized service, as well as deal with students who may be confused or demanding. This position serves as a mentor and support system for students, helping them navigate the challenges of college life 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.

ESSENTIAL FUNCTIONS

• Academic Advising: 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 students who do not hold an undergraduate degree, including the cross-registration and College Credit Plus programs. Evaluate and award transfer credit and advanced placement credit. Enforce academic regulations and degree requirements. (65%)
• For degree certification and graduation: Supervise the preparation of accurate lists of degree candidates for each degree cycle. Administer and facilitate the workflow by which all deans review the records of graduating seniors at the start of their last term of enrollment and certify the completion of requirements at the end of the term. Ensure and authorize accurate transmission of lists of degree. (20%)
• Responsibility for drop/add, waitlist enrollments, and class withdrawal processes with the University Registrar. (10%)

NONESSENTIAL FUNCTIONS

• Expectation to hold professional affiliations/memberships with National Academic Advising Association (NACADA) and/or National Association of Student Personnel Administrators (NASPA). (1%)
• Participate in undergraduate graduation ceremonies as Assistant Marshals. (1%)
• Respond to inquiries from parents and/or family members or others about students and requests to access/review student records (in compliance with Family Educational Rights and Privacy Act (FERPA) guidelines). (2%)
• Perform other duties as assigned. (1%)

CONTACTS

Department: Daily contact with Dean of Undergraduate Affairs for exchange of information, consultation and decision-making. Daily contact with the Senior Associate Dean and other assistant/associate deans and members of the technical staff for exchange of information, consultation, supervision and shared projects. Daily contact with department assistant who supports the work of the assistant dean. Regular contact with the International Support offices within the Division and the Office of Education Abroad. Regular contact with Dean of Students staff, Associate Vice Presidents for Student Affairs, Residence Life and Greek Life staff, University Health and Counseling Services, Disability Resources and the Office of Multicultural Affairs regarding issues related to specific students.

University: Regular contact with the University Registrar's Office, the School of Graduate Studies and the professional schools about registration and integrated program issues. Occasional contact with the Office of Financial Aid for discussion of student concerns. Occasional contact with the Office of the General Counsel about individual student matters.

External: Occasional contact with parents and/or family members of students to answer questions and discuss their concerns (within FERPA guidelines Periodic contact with employers doing background checks of current and former students. Occasional contact with representatives of other universities, government sponsors and outside programs on behalf of students.

Students: Daily contact with undergraduate students for exchange of information.

SUPERVISORY RESPONSIBILITIES

This position has no direct supervisor of staff.

QUALIFICAITONS

Experience: 3 to 5 years of experience is required.

Education: Master¿s degree in Education, Counseling or academic field directly related to the advisor/assistant dean of undergraduate advising¿s specific responsibilities.

REQUIRED SKILLS

• 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.
• 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.

WORKING CONDITIONS

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.

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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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