Academic Advising Specialist, College of Health and Human Sciences (4502)

Position Summary

The Academic Advising Specialist position is a 12-month, full time position that is critical to enrollment, retention and student success. Understanding that student’s needs are different depending upon where they are in their development is at the core of this advising position at the university.

Essential Duties and Responsibilities

Academic Advising

• Counsel current/prospective students in the selection of health and human sciences majors and career planning options thoughtfully through a developmental advising model;
• Advise students regarding their academic progress towards timely degree completion/career goals and assist with their scheduling needs;
• Determine and execute appropriate action to meet students’ needs regarding various university and college policies including course and university withdrawals, course articulation, permits, concurrent enrollment, and senior standing issues;
• Provide recommendations regarding appropriate courses, majors, minors, and other educational solutions;
• Identify current and potential needs and problem areas (e.g. study skills, tutoring, and counseling) and provides appropriate referrals;
• Educate students about appropriate resources and opportunities.

Retention

• Interact with faculty and other academic and administrative offices in coordinating special events both on and off campus to maintain and enhance student support services;
• Monitor and assess student and departmental needs/trends and implement Navigate campaigns and other interventions as appropriate;
• Support student development of proficiency with university systems and expectations such as scheduling operations, deadlines, NIU Email, and MYNIU ;
• Actively participate in department and college level discussions on student trends, challenges, and opportunities within College of Health and Human Sciences;
• Collaborate on the execution of re-enrollment efforts.

Recruitment

• Interact with prospective students and support teams to promote the college and its programs through individual student meetings, orientation sessions, recruitment/outreach events and other meetings as requested;
• Communicate effectively to admitted and prospective students through University CRM, webinars, calling campaigns, etc.;
• Foster relationships with community colleges faculty and staff and assists with providing academic and career counseling at our regional campuses and community college campuses;
• Participate in developing, coordinating, delivering, and evaluating undergraduate recruitment activities for the College of Health and Human Sciences.

Administrative Responsibilities

• Maintain individual student records and documentation, including through the use of Navigate, MyNIU, Onbase, and Microsoft software (Word, Excel, etc.);
• Complete and process necessary academic forms/paperwork appropriately;
• Maintain appropriate databases related to student enrollment/progress and tracking of paperwork;
• Manage enrollments and student requests during the registration period;
• Monitor and update various forms of office advising and recruitment materials;
• Develop new publications and communications as needed;
• Support implementation and execution of programs, for example orientation and commencement;
• Interpret policy and regularly exercise discretion and independent judgment involving complex tasks;
• Serve as a resource for faculty and staff in the College of Health and Human Sciences regarding university and college policies and procedures;
• Represent advising on various university and college-wide committees;
• Serve as a resource for college and departmental curriculum committees for curricular planning and assessment.

Perform other duties as assigned

• Work collaboratively with the academic units and the CHHS Office of Undergraduate Advising to facilitate effective advising and guidance for students;
• Assume leadership role as assigned for the efficient and effective functioning of the College Advising office.

Minimum Required Qualifications (Civil Service)

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER
1. Bachelor’s degree with 3 years of professional academic advising-related experience in a higher education setting
OR
Master’s degree in higher education leadership, student personnel, or academic advising-related field with 1 year of professional experience related to academic advising in a higher education setting

KNOWLEDGE, SKILLS AND ABILITIES (KSAs)
1. Customer and Personal Service — Knowledge of principles and processes for providing quality educational guidance. This includes student needs assessment, meeting quality standards for services, and evaluation of student satisfaction.
2. Administration and Management — Knowledge of business and management principles involved in the presentation and delivery of academic programs, strategic planning, resource allocation, leadership techniques, recruitment methods, and coordination of people and resources.
3. Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
4. Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
5. Knowledge of educational, evaluation, and measurement principles, practices, methods, and techniques, university policies and procedures.
6. Speaking — Talking to others to convey information effectively; ability to develop a rapport with students.
7. Written Expression — The ability to communicate information and ideas in writing so others will understand.
8. Ability to establish effective working relationships with students, faculty, and staff.

Specialty Factors (Civil Service)

Preferred Qualifications (Civil Service)

• Direct experience working with students to determine appropriate course sequences including meeting prerequisites, understand university, college, school/department and program requirements and developing semester academic loads.
• Reading, understanding, interpreting and acting upon higher education curriculum outlined in a college, university or community college catalog.
• Demonstrated experience working with diverse individuals advocating for equity and inclusion issues and trends in higher education and student success.
• Possess and apply advanced principles, concepts, practices, and methods of developmental academic advising.
• Previous academic counseling or advising experience including career advising in a university setting, especially with first and second-year students.
• Experience working with transfer students and familiarity with the Illinois Community College system.
• Experience as a team leader and team player.
• Experience with data collection and analysis.
• Experience using a student information system such as Peoplesoft.
• Experience using advising platforms and/or early alert systems such as Navigate.
• Excellent organizational, administrative, written, and interpersonal communication skills, and applied computer skills.
• Professional demeanor, strong ethical behavior, and decision-making abilities.
• Ability to perform multiple tasks efficiently and effectively and ability to be flexible.
• Knowledge/understanding of diversity issues and trends in higher education.
• Knowledge of the College of Health and Human Sciences undergraduate programs, NIU Undergraduate Catalog, and various University policies and procedures.
• Familiarity with technologies and data related to recruitment, market research and admissions management.
• Experience with Microsoft Suite including Publisher, social media platforms, OnBase, admissions processing software, assessment software, and video-conferencing software.

Minimum Required Qualifications (SPS)

N/A

Additional Requirements (SPS)

N/A

Preferred Qualifications (SPS)

N/A

Physical demands/requirements

• Physical demands consistent with office-type work;
• Availability to work some evenings, weekends, and off-campus assignments based on critical advising cycles.

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date

Anticipated Appointment End Date

Percent of Staff Year

1.00

Standard Hours Per Week

37.50

Salary

$45,000.00 - $47,000.00/Annually

Hourly or Semi-monthly Pay Rate/Range

$1,875.00 - $1,985.34/Semi-Monthly

Earn Type

Salary

Application Procedure

Application Procedure

Application Procedure

Required Procedures:


1. Fully complete the Education and Work History sections of the application. Be specific on your entire work history, including employment dates and duties for all positions held. Applicable part-time work experience will be considered toward qualifying for this position; however, it will be converted to a full-time equivalency to determine combined length of experience. Important: Please upload any unofficial transcript(s) and/or documentation that verifies any education, experience, and/or training you have received.

• If eligible for Veteran’s Preference Points, DD214/DD215/NGB22/DD256 paperwork reflecting an Honorable Discharge MUST be uploaded to this application to receive the maximum eligible points on the Civil Service examination.

2. After the posting has closed, your submission will be reviewed to determine if you meet the minimum qualifications for the classification, including any specialty factors associated with this position. If you meet the minimum required qualifications for this position, you will receive a score based on your education and experience, and your name will be placed on the active employment register.

3. Please monitor your e-mail for further information regarding your application. Emails will be generated from jobs@niu.edu and CivilServiceTesting@niu.edu . Please add these emails to your address book to ensure timely delivery of any future communication.

4. Illinois residency required within 180 days of the hire date.

Credentials Assessment Examination:

• The examination for this position is a Credentials Assessment and is based on your application materials as submitted for this posting. A Credential Assessment is a rating by the Human Resources Office of an applicant’s/employee’s education, experience, and special credentials/qualifications (licenses, etc.). Applicants are required to upload documentation to verify the minimum qualifications for this position has been met.
• Required documentation noted in the posting, such as a driver’s license, licensures, or certifications MUST be uploaded with your application materials.
• After assessment of all qualified applicants has been completed for this position, the names with the top three (3) scores will be referred to the hiring department for interview.

Additional Details:

• Click on Program/Student Advisor for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
• Please click on Human Resource Services – Benefits for detailed information about Northern Illinois University’s benefits package.
• Employment is contingent upon your passing a criminal background investigation. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.
• Applicants must be a current citizen or resident of the State of Illinois to move forward in the hiring process.

Special Instructions

Quick Link to Applicant

https://employment.niu.edu/postings/68094

Is Background Check Required?

Yes

EEO Statement Summary

In accordance with applicable statutes and regulations, NIU is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, ancestry, sex, religion, age, physical and mental disability, marital status, veteran status, sexual orientation, gender identity, gender expression, political affiliation, or any other factor unrelated to professional qualifications, and will comply with all applicable federal and state statutes, regulations and orders pertaining to nondiscrimination, equal opportunity and affirmative action.

The following person has been designated to handle inquiries regarding the non-discrimination policies:

Ethics and Compliance Officer, Title IX Coordinator
Health Services 230
TitleIXCoordinator@niu.edu
815-753-5560

Visa Policy

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

ADA Accommodation

NIU remains committed to ensuring that its recruitment and application procedures include full opportunities for applicants with disabilities. Employment opportunities will not be denied to anyone because of the need to make accommodations for a person’s disability during either the application or interview process. An applicant who believes they require an accommodation to participate in the employment process due to a disability may request that accommodation through the Accommodation Request Form . For further assistance, please contact the office of Affirmative Action and Equal Opportunity ( AAEO ) at ada@niu.edu .

Safety Information

NIU provides annual reports on campus security and fire safety.

Read the Annual Safety and Security Report. Contact the Ethics and Compliance Office at 815-753-1649 for a hard copy.

Read the Fire Safety Report . Contact the Department of Environmental Health and Safety at 815-753-0404 for a hard copy.
Applicant Documents
Required Documents

1. Resume/Curriculum Vitae
2. Transcripts (unofficial with official required at hire)
3. List of References

Optional Documents

1. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)
2. Cover Letter
3. Transcripts #2 (unofficial with official required at hire)
4. Transcripts #3 (unofficial with official required at hire)
5. Other

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Are you currently a citizen or resident of the State of Illinois?
   • Yes
   • No
2. * How many years of experience do you have in this type of position?
   • 0-1
   • 1-3
   • 3-5
   • 5-7
   • 7+
3. * Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or resume.
   
   (Open Ended Question)
   
   
4. * What is the highest level of education attained?
   • GED
   • High School Diploma
   • Associates Degree
   • Bachelors Degree
   • Masters Degree
   • PHD
5. * Have you attached all transcripts to support the degrees you are submitting for consideration?
   • Yes
   • No
6. * If applicable, have you attached a copy of your DD214, DD215, NGB22, or DD256 for consideration of Veterans Preference Points? The copy submitted should reflect the status of discharge in order to be considered.
   • Yes
   • No
   • Not Applicable