Academic Advisor II - Registrars Office

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Staff Vacancy Announcement
The
Registrar’s Office
invites applications for an
Academic Advisor II
to join their team. This position works under the supervision of the Associate Registrar, but exercises independence and judgment relating to the job tasks. The Academic Advisor II will occasionally supervise student employees, and will supervise all the volunteers that help with the commencement ceremony. This position serves as the primary lead advising specialist to advisors, faculty, and students approaching graduation in regard to university policies and procedures related to graduation and degree awarding. The Academic Advisor II will be responsible for the areas of advising, technology and training, degree auditing/awarding, commencement coordination, and other various administrative tasks.
Key responsibilities of those areas include, but are not limited to:
Advising
Provides comprehensive advice to students related to graduation and serves as the main source of reference/training related to the general education requirements and UM and Board of Regent’s policies as outlined in the UM Catalog.
Evaluates transcripts using Degree Works for progress toward completion of university, general education, and major requirements.
Advises students about their transcripts (meaning and implication of grades “NF, WF, WP, P, NP, codes for general education and vocational technical credit, etc.) and about procedures for repeating courses, getting approval on course substitutions, etc.).
Provides exemplary customer service, problem-solves, and resolves student issues related to degree deficiencies by providing direction and guidance to students, advisors, and faculty members.
Coordinates all graduation related correspondence with students and departmental advisors, including individualized notices of deficiencies.
Advises students, advisors, staff, and faculty on a daily basis regarding policies, procedures, regulations, and requirements related to completion of academic programs.
Monitors and continually strives to improve the Registrar’s Office graduation advising system, identifying limitations and setting goals.
Technology and Training
Trains students, advisors, administrators, staff, and faculty on:
UM General Education and graduation requirements.
The use of Degree Works, including policies related to petitions/exceptions.
Occupies a leadership role in the maintenance of Degree Works.
Uses Degree Works to evaluate and award degrees.
Assists in the maintenance of Degree Works Scribe blocks.
Assists with the maintenance of the university catalog and catalog and curriculum software.
Works on the ongoing development of procedures/processes to move the Registrar’s Office from a paper-based to electronic office.
Uses and maintains Diplomatic, software used for ordering diplomas.
Uses the Olark chat system to answer Registrar’s Office questions.
Degree Auditing and Awarding
Receives and enters graduation application information in Banner.
Performs initial and final degree audits on all undergraduate graduation applications for degrees, undergraduate certificates, and teacher certifications earned through **MEMBERS ONLY**SIGN UP NOW***. using Degree Works.
Verifies all degree applicants satisfy all University requirements.
Assigns appropriate honors based on GPA.
Processes petitions and exceptions in Degree works while ensuring compliance with UM Catalog policies.
Records in Banner the earned academic credentials for all students who meet graduation requirements.
Creates and designs electronic and/or paper forms related to graduation processes.
Manages the ordering and distribution of diplomas for undergraduate and graduate degrees, including special orders for replacement diplomas.
Provides graduation statistics to administrative offices and assists those offices in the use of the InfoGriz dashboard to obtain graduation information.
Notates the completion of teacher certification requirements on transcripts.
Commencement Coordination
Assists the Commencement Coordinator with the formatting, editing, and accuracy of the commencement bulletin.
Assists the Commencement Coordinator with the ordering and distribution of diploma covers and regalia.
Assists with the physical setup of the commencement ceremony and commencement day duties as assigned.
Other Administrative Duties
Deliver analysis and verification of student progress toward degree/certificate for Financial Aid office.
Reviews post-baccalaureate fee status changes for all graduating students on an individual basis as needed.
Assists in other areas of Registrar’s Office as needed
Upon completion of training, this position requires incumbent to develop a working knowledge of:
Degree hierarchy and academic structure of the university.
University curricula: degrees, majors, minor, and concentrations.
Computerized degree audit processes, including petitions, exceptions, reports, and others as assigned.
Degree Works petition process.
Advising techniques.
UM’s General Education Requirements, including knowledge of the history of UM’s GER’s in past catalogs.
Proficiency in reading and deciphering academic transcripts.
Advanced skill/knowledge/ability to train advisors and faculty in regard to the ever changing general education requirements and UM policies and procedures.
Required Skills
Software experience, including Microsoft Office database, spreadsheet, and word processing applications.
Demonstrated experience composing, formatting, and proofing business correspondence and general office materials accurately and professionally.
Ability to maintain confidentiality in all business and student relations.
Accuracy and attention to detail with ability to work under deadlines.
Excellent public relations, interpersonal, and communication skills, and the ability to provide positive professional customer service via face-to-face, phone, email, and online interactions.
Ability to be cross-trained on a variety of Registrar’s Office processes and procedures.
Ability to work with diverse individuals across campus including students, advisors, administrators, faculty, and staff.
Strong skills in the operation of personal computers and a variety of software programs, including Microsoft Office (Word, Excel, Outlook) and the ability to learn new software.
Ability to develop and maintain recordkeeping systems for various student records.
Minimum Required Experience
Two (2) years post-secondary education and three (3) years in administrative experience that includes highly detailed work assignments and extensive contact with the public or an equivalent combination of education and/or experience.
Preferred Qualifications
General knowledge of higher ed. curricula, policies, and procedures.
Experience working with enrollment and degree auditing software and/or relational database.
A baccalaureate degree or an equivalent combination of education and/or experience.
Banner SIS experience
About the Registrar’s Office
, UM
, and Missoula
The Registrar's Office is a central component of the academic mission of University of Montana, providing formal validation of teaching and learning on this campus. The Registrar is the official custodian of student academic records, and the office is legally required to maintain past, present and future unabridged academic records. The Registrar's staff plans and conducts student-registration, maintains and updates academic records, interprets and applies academic policies, certifies eligibility for associate and baccalaureate degrees, determines resident fee classification for tuition purposes, schedules all academic classes and classroom facilities, maintains processes and provides support for academic grading and advising, verifies enrollment and degrees awarded, plans and directs commencement ceremonies, and determines eligibility for student participation in athletics, extracurricular and honor society activities. The Registrar's Office establishes a singularly unique relationship with students over the passage of an academic career. Beginning with new student orientation, interactions continue with continuing & returning students during enrollments and graduation, and those relationships reinforce a reliable connection and resource for alumni who request official verification of academic records, degree(s) earned and/or transcripts.
**MEMBERS ONLY**SIGN UP NOW***. is a flagship, research institution with over 9,000 students. It is located in Missoula, a culturally vibrant community of about 72,000, surrounded by mountain grandeur which was recently ranked in the “ top 20 best college towns with a population of less than 250,000
” by the American Institute for Economic Research and ranked 9th in Outside Magazine’s “ The 16 Greatest Places to Live in America” in 2014
. Many national publications recognize Missoula for its high quality of life
. Abundant recreational opportunities in surrounding state and national forests and nearby Glacier National Park and Yellowstone National Park complement a thriving intellectual atmosphere. **MEMBERS ONLY**SIGN UP NOW***. offers eligible employees a generous benefits package that positively separates UM from other local employers and offers many programs and policies to support work-life balance for its employees.
**MEMBERS ONLY**SIGN UP NOW***. is an Affirmative Action/Equal Opportunity employer and has a strong institutional commitment to the principle of diversity in all areas. In that spirit, we are particularly interested in receiving applications from a broad spectrum of qualified people who would assist the University in demonstrating its five priorities for action
: Place student success at the center of all we do; drive excellence and innovation in teaching, learning, and research; embody the principle of “mission first, people always; partner with place; and proudly tell the UM story.
To learn more about **MEMBERS ONLY**SIGN UP NOW***., Missoula, and the State of Montana, please visit the links below.
University of Montana
Video: UM Lifestyles
University Highlights
Position Details
Position Title:
Academic Advisor II
Position Number:
008150
Department:
Registrar’s Office
Work Schedule:
Full-time, 1.0 FTE (40 Hours a week), Monday through Friday 8:00 am to 5:00 pm, 12 months/year.
Salary:
$16.98/hr
–
Current employee’s rate of pay for this position will be determined by the staff compensation plan and will minimally be this posted salary. For questions and details regarding the staff compensation plan
, email the
Compensation Department
Union Affiliation:
FOCUS-MFPE
Probationary Period:
Six months minimum
Benefits Include
Insurance package, mandatory retirement plan, partial tuition waiver, and wellness program.
Criminal Background Investigation is required prior to the Offer of Employment In accordance with University regulations, finalists for this position will be subject to criminal background investigations. ADA/EOE/AA/Veteran's Preference
Reasonable accommodations are provided in the hiring process for persons with disabilities. For example, this material is available in alternative format upon request. As an Equal Opportunity/Affirmative Action employer, we encourage applications from minorities, veterans, and women. Qualified candidates may request veterans’ or disabilities preference in accordance with state law. References:
References not listed on the application materials may be contacted; notice may be provided to the applicant. Testing:
Individual hiring departments at UM may elect to administer pre-employment tests, which are relevant to essential job functions. Employment Eligibility:
All New Employees must be eligible and show employment eligibility verification by the first date of employment at UM, as legally required (e.g., Form I-9).

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