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Co-Coordinator, Academic Advising Center

Western Washington University
Washington, United States
$51,431.00 - $65,717.00
Posted Date
Apr 29, 2022

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Position Type
Administrative, Student Affairs, Academic Advising & Academic Support Services
Employment Level
Employment Type
Full Time
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About the University

Western Washington University, with over 15,000 students in seven colleges and the graduate school, is nationally recognized for its educational programs, students and faculty. The campus is located in Bellingham, Washington, a coastal community of 90,000 overlooking Bellingham Bay, the San Juan Islands and the North Cascades Mountain range. The city lies 90 miles north of Seattle and 60 miles south of Vancouver, British Columbia. Western is the highest-ranking public, master's-granting university in the Pacific Northwest, according to the 2022 U.S. News & World Report rankings.


About the Unit

The Student Success Initiatives (SSI) Unit supports Western's mission, which states that together with our students, staff, and faculty, we are committed to making a positive impact in the state and the world with a shared focus on academic excellence and inclusive achievement. We encourage applications from women, people of color, people with disabilities, veterans, and other candidates from underrepresented backgrounds and with diverse experiences interested in this opportunity.

SSI is a unit within the Division of Enrollment and Student Services. The unit's mission is to maximize student retention, persistence and continued success through strong inclusive outreach and support programs. Our vision is that every student graduates, prepared for a life of growth and purpose.

The Academic Advising Center (AAC) is part of the SSI Unit. The unit also includes the Career Services Center (CSC), Student Outreach Services (SOS), the Western Success Scholars (WSS) Program, and the SSI Operations team that supports across the unit.

Note: The SSI unit is currently undergoing an organizational restructure which will combine AAC and SOC into a single comprehensive center. This reorganization will in no way impact future employment security for this position but will be discussed throughout the search process. We believe that transparency is critical to the conversations of this search.


About the Department and Position      

The Co-Coordinator serves as a critical member on the leadership team of the Academic Advising Center (AAC). The AAC is the central advising office at Western and serves all undergraduate students, with an emphasis on new student mandatory Advising & Registration (A&R) university programming and advising undeclared and undecided students. This position also plays a critical role in the deployment and management of the 105 credit hold process, critical for retention and time to degree. Advising plays a critical role in the supporting dollars to the institution through enrollment, retention, and success of students, resulting in enrollment health for WWU. The Co-Coordinator is responsible for program development, direction, assessment, planning, supervision and coordination of A&R sessions, operations of the AAC and critical student outreach areas.


Responsibilities include:

Program Planning and Assessment

  • Design and develop all aspects of the new student mandatory A&R programming working collaboratively with Co-Coordinator and Assistant Director team and involving support of entire AAC team
  • Liaise and ensure collaboration and coordination with campus offices related to A&R planning and other advising efforts
  • Regularly review and assess A&R sessions through quantitative and qualitative data and feedback to inform future training and programs.
  • Develop budgets of anticipated expenditures for Peer Advisors and Academic Student Advisors
  • Maintain up to date with professional development related to advising, career development, changing student demographics, equity and inclusion, advising technology, or other related topics
  • Maintain awareness of industry trends related to advising, especially for the new student advising process

Program Management

  • Manage and update online advisor handbooks and resources for A&R
  • Develop and update advising curriculum delivered to students during A&R to meet student learning outcomes related to graduation requirements, programs of study, interpretation of transfer credit, online advising and registration tools, etc.
  • Manage a virtual program in Zoom which requires maintaining knowledge of Zoom technology and updates, technology troubleshooting, creation of Zoom links for all sessions, etc.
  • Create and update student rosters for each A&R session; ensure accuracy
  • Manage advising logistics for A&R infrastructure including but not limited to: develop program capacity based on expected enrollment projections, advisor staffing assignments to meet capacity needs, development of capacity planning for reservation system managed by NSSFO, organize advising groups and determine staffing requirements based on consultation with Admissions and academic departments
  • Creation and maintenance of documentation and instructions for several processes related to A&R
  • Coordinator with New Student Services, Registrar's Office and Admissions on the scheduling and timing of running student transfer credit articulation materials for students attending each A&R session
  • Responsible for timely resource and follow up for students, campus partners and entire advising team
  • Provide day-of program support and troubleshooting to include:
  • Phone and chat response to questions from students, advisors, and other campus partners regarding all aspects of A& R as well as advising inquiries
  • De-escalating students and family members who are experiencing high stress and frustration
  • Communicating with academic departments regarding advising availability, course access, etc.
  • Addressing systems and technology barriers that impact course registration

Leadership & Supervision

  • Recruit, hire, train, coach and direct the work of faculty, staff, student and academic departmental advisors hired by the ASC for A&R programs
  • Lead training for new Academic Student Advisors (approximately 30 per year) for A&R programs, which includes complex scheduling, curriculum development, Canvas course management, and delivering advising information and updates
  • Provide training, communication, coaching and direction of approximately 50 faculty and staff advisorsand track attendance for paid hours
  • Manage paraprofessional advising program for the AAC and A&R sessions. This includes recruitment, hiring, training, mentoring and supervising the work of student staff along with scheduling, payroll updates, evaluations and timesheet approval. For the AAC, this also includes providing ongoing training for Peer Advisor staff through the year related to policies affecting advising, online advising tools, etc. Includes development and maintenance of resources for office operations and advising information such as online Peer Advisor Handbook
  • Direct the work of the professional staff with both Academic Advising and Student Outreach Services related to the 105-hold process
  • Participate in supervisor trainings, roundtables, and other professional development

Student Advising

  • Provide professional, developmental academic advising to students in support of reaching their academic and career goals
  • Advising scope includes: academic planning and course selection, exploring and choosing a major, understanding Western's curriculum and academic policies, making effective academic progress toward degree completion, referrals to campus resources, advising for Western's reinstatement process for academically dismissed students, understanding and tracking graduation requirements, and integration of academic decisions with personal and career goals.
  • May coordinate the development and maintenance of online advising resources

Office/Center Operations and Outreach

  • Responsible for managing front desk operations and logistics for Academic Advising Center, both in person and remote
  • Coordinate and lead office communication and operations plan for in-person, phone and email response to student and family inquiries
  • Manage student outreach efforts, specifically the 105-credit hold outreach each quarter. This is a mandatory outreach that is a part of WWU's Insufficient Progress Policy and has a direct impact on student success and graduation. Work involves coordination with Registrar's Office on placement of holds, work with Argos and Banner technology, strong working knowledge of Excel, communication with academic departments, directing the work of the AAC and Student Outreach Services team, sending weekly email communications to students, leading two phone call campaigns, creating and maintaining process instructions, daily updating a management list of students, and compiling quarterly data reports
  • May lead additional outreach efforts, which include gathering input, developing strategies/logistics and directing the work of the AAC team
  • May coordinate additional programming including drop-in advising labs, workshops and presentations, prospective student programs, etc.
  • Coordinate with and direct the work of AAC Administrative Assistant on office operations, scheduling and working with Peer Advisors


The position may occasionally require additional hours and fluctuation in schedule including evening and weekend work given work volume and programming needs.


Required Qualifications

  • Master’s degree completed by start of employment
  • Demonstrated experience in higher education setting providing academic advising, academic success coaching or related higher education experience
  • Experience in program planning, management or coordination
  • Demonstrated experience supporting diverse, traditionally underrepresented or underserved, first-generation, low-socioeconomic, or non-traditional student populations
  • Strong verbal and written communication skills including the ability to give effective presentations, provide individual advising and conduct outreach to targeted groups
  • Experience facilitating and leading training and meetings
  • Ability to work effectively as a member of a team
  • High degree of professionalism
  • Proficiency with Microsoft 365 (specifically Outlook, Word, Excel, PowerPoint, SharePoint), Teams, Zoom, etc.
  • Experience using a student information system and/or student advising/retention platform


Preferred Qualifications              

  • Master’s degree in Student Affairs Administration, Adult in Higher Education, Counseling or School Counseling or other related field
  • Direct experience in the delivery of academic advising as part of new student advising
  • Experience developing advising materials and resources
  • Technology skills including Banner, Degree Works, EAB Navigate or other student support tools and databases
  • Experience in a centralized advising or student support office working with and assisting diverse students, families, faculty and/or staff
  • Experience supervising student staff
  • Fluent in more than one language

Conditions of Employment         

All employees must comply with our Immunization policies, including COVID vaccination by time of hire and Proof of Rubeola Measles Immunity within 60-days of hire. Please reach out to if you need information regarding medical or religious exemption and applicable accommodations.

Salary   $51,431 - $65,717/year depending on qualifications and experience

Benefits Information

Application Instructions              

A complete application includes the following:

(1) A cover letter (not to exceed 3 pages) and resume addressing your experience related to the position responsibilities and each of the required and preferred qualifications.

(2) An Access, Diversity, Equity, and Inclusion (ADEI) statement: ADEI are core values at Western Washington University. Attach a statement (500 words max) that includes examples of your demonstration and commitment to ADEI and how you will contribute to further implementation of these values at Western through your work with Academic Advising.

(3) The names and contact information for three professional references.


Closing Date Notes        

Review of applications begins May 13, 2022 and applicants are highly encouraged to submit their materials by this date. The position will be open until filled.


Western Washington University (WWU) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, WWU does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. See WWU’s Policy on Ensuring Equal Opportunity and Prohibiting Discrimination and Retaliation. Inquiries may be directed to the Office of Civil Rights and Title IX Compliance, Title IX and ADA Coordinator, Western Washington University, Old Main 345 (MS 9021), 516 High Street, Bellingham, WA 98225; 360.650.3307 (voice) or 711 (Washington Relay);


WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request an accommodation, please contact Human Resources Disability Services, 360.650.3303 or 711 (Washington Relay).


Annual Security and Fire Safety Report: This report is provided pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act ("The Clery Act"). It includes statistics for the previous three calendar years concerning reported crimes that occurred on Western's campus; in certain off-campus buildings or property owned or controlled by Western; and on public property within, or immediately adjacent to and accessible from, the campus. The report also includes institutional policies concerning campus security, such as policies concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. You can obtain a copy of this report in printed or alternate formats by contacting the Office of the Vice President for Enrollment and Student Services at The report can be found at: Annual Security and Fire Safety Report.


All new employees must comply with the immunization policy and show employment eligibility verification as required by the U.S. Citizen and Immigration Service before beginning work at WWU. A thorough background check will be conducted on all new hires which includes a sexual misconduct background check.

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