Assistant to the Associate Provost for Student Academic Success

(posted 10/31/24)

Hollins University in Roanoke, Virginia is seeking qualified candidates for the position of Assistant to the Associate Provost for Student Academic Success. This is a full-time position working 37.5 hours/week.

About the Role

This position reports to and works with the Associate Provost for Student Academic Success (APSAS) to process, share, and retain information related to students’ academic work and coordinates all administrative functions for the office.

Specific duties include the following:

• Process new student academic records and ensure accuracy and completeness of those records working with Admission and the Registrar’s Office.
• Keep all permanent student records up-to-date and accessible.
• Prepare advising files for new students.
• Prepare and disseminate mailings and notices related to academic performance (academic probation, suspension, academic withdrawal, unsatisfactory and exceptional work, honors, etc.).
• Collect and process materials in preparation for Academic Policy Committee meetings.
• Assist the APSAS in preparation for and during advising and registration each term.
• Work with the APSAS on academic components of orientation (including maintaining the new student website about academic information).
• Maintain the APSAS’ calendar and schedule appointments.
• Answer the phone and respond to questions from parents, students, staff, and faculty.
• Coordinate Academic Status Committee meetings (pull reports, prepare materials for meetings, invite committee members, reserve rooms, attend meetings, etc.).
• Work with the chair of the student Academic Policy Committee to organize the independent exam system (run reports, send memos to faculty, receive exams from faculty, create a spreadsheet of exams, reserve classrooms, distribute exams at the end of the final exam period, etc.).
• Process incomplete grade requests and maintain a record of incompletes.
• Process change-of-status forms and maintain related records.
• Maintain files of students on academic probation who meet with the Student Academic Success Coordinator.
• Use Banner and the Hollins Information System to retrieve and input information related to students.
• Prepare BI Query and Orbit reports and spreadsheets using Excel.
• Prepare monthly data reports for the office.
• Monitor the early alert software system and process unsatisfactory work notices and mid-term grade reports.
• Provide enrollment certifications to students and parents for ID renewals, health insurance, etc.
• Process major and minor declarations and maintain records in students’ files.
• Collect and process verifications through the National Student Clearinghouse and other loan agencies.
• Submit bills and transcript payments to the Business Office.
• Process check requests and invoices and keep track of the budget.
• When appropriate, share information related to students’ academic work with other offices and help to ensure that student information is kept up-to-date across campus.
• Order supplies for the office.
• Pick up and distribute mail daily.
• Carry out all other office functions (copying, filing, mailings, etc.).

Position Qualifications

Successful applicants must have the following qualifications and experience:

• High school diploma or equivalent
• Minimum of three years of administrative experience
• Microsoft Office experience
• Experience with office procedures and methods
• Experience with business communications, including style and format of letters, memoranda, minutes, reports, labels, and mail merges
• Ability to protect confidential information and maintain compliance with FERPA regulations
• Ability to work with diverse student populations

Preferred candidates will have the following:

• Knowledge of Ellucian Banner, BI Query, and Orbit Reporting & Analytics
• Knowledge of Pharos 360 or other student early alert software
• Experience working with student populations, particularly at a residential, liberal arts college

Application Process


Qualified candidates should submit a cover letter and resume to hollinshr@hollins.edu . Candidates are encouraged to comment in their cover letter on how their contributions will further the university’s efforts to ensure the success and inclusion of all members of its community. Semi-final candidates will be asked to submit contact information for three references. Review of applications will begin immediately and will continue until the position is filled.

About Hollins


Hollins University is dedicated to academic excellence, creativity, belonging, and preparing students for lives of purpose. Hollins provides an outstanding and academically rigorous undergraduate liberal arts education for women and entrepreneurial and innovative graduate programs for all in a gender-inclusive environment. The university promotes opportunities for research, study abroad, and leadership training, and offers real-world experience through global internships supported by an extensive alumnae/i network.

An equal opportunity employer, Hollins fosters diversity and inclusiveness at every level of the university.  Persons of all genders, gender identity/expression, and sexual orientation; persons with disabilities; persons of all racial, ethnic, and cultural backgrounds; and first-generation college graduates are encouraged to apply.

Visit www.hollins.edu for more information.