Academic Advising Specialist (3889)

Position Summary

The Academic Advising Specialist will advise a caseload of CLAS students with majors in the Department of Biological Sciences. Advising includes considering class and university withdrawals, overload permits, probation interviews, general scheduling advising and degree requirements. The Program Academic Advising Specialist will serve as the Department of Biological Sciences representative in orientation and recruitment programs within CLAS .

Essential Duties and Responsibilities

Academic Advising

• Advise biology undergraduate majors assigned to the Program Advisor regarding University, College, and general education requirements as well as policies and practices relating to course scheduling, course drops, adds, major/minor declarations, initiating course substitutions/adjustments and withdrawals and process-related paperwork to make those withdrawal(s) effective. This requires latitude for unreviewed action or decision-making regarding student’s academics, exercising discretion and independent judgement involving complex tasks such as granting or denying overloads and transfer course substitutions. Interpret and provide rationale for University policy, procedures, and requirements.
• Make recommendations on complex academic petitions and adjustments to student’s program of study. Recognize complex and/or crisis situations to take appropriate action according to university and CLAS policies and procedures. Work with and provide developmental advising and high-touch support for a diverse group of students. Has the authority to compose and distribute professional, impactful correspondence with students and staff. Serve as a subject matter expert on degree requirements and academic policies with deep knowledge of academic course content as it relates to advising.
• Assess progress toward BS requirements, weighing acceptable substitutions, and setting those milestones in the Student Information System.
• Connect students to university resources via referrals.
• When appropriate, advise and consult the CLAS Advising Office Director of Academic Advising on student files and decisions while working closely with the Department of Biological Sciences.
• Consult with other colleges and academic departments in advising students.
• Correspond via email and phone with prospective and current students regarding academics, programs and graduation.
• Other advising-related duties as assigned by the CLAS Advising Office Director of Academic Advising.

Student Support

• Work with students experiencing academic difficulties and/or changing curricular directions.
• Develop Satisfactory Academic Progress plans for students seeking additional support from the Financial Aid and Scholarship Office ( FASO ) and approving course plans for FASO review.
• Provide guidance for students experiencing academic and/or personal difficulties to promote retention and successful completion.

Tracking and Documenting

• Develop thorough an ongoing understanding of tools such as the Navigate, MyNIU/Peoplesoft, OnBase or other similar tools utilized by the NIU advising community.
  Log comprehensive notes in the university’s advising platform and maintain confidentiality and privacy as dictated by FERPA . Utilize these tools to:
  • Conduct graduation checks for assigned students. This includes assessing progress toward meeting university graduation requirements and communicating as necessary with individual students, academic departments and Registration & Records.
  • Make data-driven decisions and utilize for marketing campaigns. This includes progress report campaigns targeted at students at risk.

Student Engagement

• Guide students into high-impact practices to enhance their coursework, engagement, and improve retention.
• Discuss and reinforce academic and major choice linkages and relationships between instructional program and occupations and careers.
• Improve student success by recommending curricular and policy changes by serving on Department of Biological Sciences Curriculum Committee.
• May pursue opportunities for further engagement within the Department of Biological Sciences by serving on committees, developing co-curricular activities, identifying scholarship award candidates or assisting with event planning as schedule allows.
• May create and conduct presentations for class sections and/or university events.

Advisor Training & Engagement

• May represent the department of college on various internal and external committees and participate in ongoing college-wide and university-wide training and share responsibilities for commencement ceremonies.

Review for Academic Progress

• Participate in the academic dismissal review process and in the reinstatement process. Also has authority to reverse initial decisions when appropriate.

Recruitment

• Participate in NIU Open House and admitted student events tied to student recruitment. Provide liaison with the Office of Admissions to aid in the recruiting prospective students. Review prospective students who request petition review.

Perform Other Duties As Assigned

Minimum Required Qualifications (Civil Service)

• Bachelor’s degree with 4 years of academic advising related experience in higher education or related experience to the hiring unit OR Master’s degree with 3 years of professional experience in higher education, leadership, student personnel, academic advising
• Demonstrated experience using student information systems such as PeopleSoft or Banner or advising and student retention platforms such as Navigate.
• Demonstrated experience reading, understanding, interpreting and acting upon higher education curriculum outlined in a college, university or community college catalog.

Knowledge, Skills, and Abilities (KSAs) (Civil Service)

• 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.
• 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.
• 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.
• Critical Thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Knowledge of educational, evaluation, and measurement principles, practices, methods, and techniques, university policies and procedures.
• Speaking – Talking to others to convey information effectively; ability to develop a rapport with students.
• Written Expression – The ability to communicate information and ideas in writing so others will understand.
• Ability to establish effective working relationships with students, faculty, and staff.

Specialty Factors (Civil Service)

N/A

Preferred Qualifications (Civil Service)

• Bachelor’s or Master’s degree in a CLAS discipline or College Student Personnel, Adult & Higher Education, Counseling or related field;
• Professional experience in a CLAS discipline, or related fields
• Experience using a student information system such as PeopleSoft.
• Experience with advising platforms and/or early alert systems such as EAB’s Navigate.
• Familiarity with developmental advising.
• Excellent organizational skills and attention to detail; polished written and verbal communication skills.
• Proficient in Microsoft Office.
• Professional demeanor, strong ethical behavior, food personal judgement and decision-making abilities.
• Ability to perform multiple tasks efficiently and effectively and the ability to be flexible.
• Ability to apply student development theory to functional advising concepts, practices and methods. Ability to work some evenings, weekends, and off-campus assignments based on critical advising cycles.

Minimum Required Qualifications (SPS)

N/A

Additional Requirements (SPS)

N/A

Preferred Qualifications (SPS)

N/A

Physical demands/requirements

N/A

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date

June 19, 2023

Anticipated Appointment End Date

Percent of Staff Year

1.00

Standard Hours Per Week

37.50

Salary

$50,000-$52,000/annual

Hourly or Semi-monthly Pay Rate/Range

$2,083.33- $2,166.67/semi-monthly

Earn Type

Salary

Application Procedure

Application Procedure

Application Procedure

Application 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.

Special Instructions

Quick Link to Applicant

https://employment.niu.edu/postings/71194

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. Cover Letter
2. Resume/Curriculum Vitae
3. Transcripts (unofficial with official required at hire)
4. List of at least 3 References

Optional Documents

1. Transcripts #2 (unofficial with official required at hire)
2. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Please mark all the completed degrees which you hold. Please remember to upload your unofficial transcript for all that have been marked.
   • Associate's Degree
   • Bachelor's Degree
   • Master's Degree or higher
2. * How many years of experience do you have in this type of position?
   • 0-1
   • 1-3
   • 3-5
   • 5-7
   • 7+
3. * Are you currently a citizen or resident of the State of Illinois?
   • Yes
   • No
4. * 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