The Academic Advising, Data and Transfer Specialist supports advising for the Graduate School students of Wheaton College (40%) and supports the Academic Advising Office in daily tasks related to records and database management (60%).  

Job Overview

• The Academic Advising, Data and Transfer Specialist supports advising for the Graduate School students of Wheaton College and supports the Academic Advising Office in daily tasks related to records and database management and date entry.  This position processes transfer credits for undergraduate and graduate students, evaluates graduation requirements for all graduate students, and assists program directors in the Graduate School. This position works within the Academic Advising Office and collaborates closely with campus partners including Academic and Information Technology in gathering reports and data for the Academic Advising Office.  
• The Academic Advising, Data and Transfer Specialist reports to the Director of Academic Advising.  This position does not supervise any staff.
• This position does not have budgetary management or oversight. 
• This position is full-time, 12 months, and exempt.  Will occasionally require some evening and weekend hours. This is not a remote position.

Duties and Responsibilities

• Receive transcripts and evaluate transfer credits for graduate students and apply transfer credits to student records for both undergraduate and graduate students.
• Assist Graduate School program directors without dedicated academic advisor. Assist graduate academic advisors as needed.
• Assist incoming and re-enrolling graduate students with registration.
• Make professional judgments and assessments based on experience, policy, and procedure for students and faculty regarding academic policy and advocacy issues.
• Intervene and refer students to resources throughout the college community, as needed, especially the Counseling Center and Learning and Accessibility Services.
• Make effective use of time and caseload through appointment scheduling software and caseload management techniques.
• In collaboration with the Graduate Admissions, Graduate Student Life, and Learning and Accessibility Services Offices, assist in tracking and providing added attention and advising for first generation students (as relevant), students receiving ADA accommodations, and students on Academic Warning or Probation, and other special populations as relevant.
• In collaboration with the Undergraduate Academic Advisors and other campus partners, provide data and records maintenance to assist in enrollment, retention, and student success goals.
• Review records for Accelerated Masters applicants in collaboration with the Director of Academic Advising.
• Proactively provide services to aid in retention of graduate students.
• Process students’ applications for graduation and advise students on remaining requirements as relevant.
• Utilize document management system for maintaining student records per the guidance from the Registrar’s Office as the custodian of student records.
• Collaborate with faculty and program advisors to provide sequenced course plans for degree completion.
• Attend meetings as a representative of the Academic Advising Office as requested.
• Train student employees and other new employees in the Learning and Teaching Collaborative (or adjacent offices) on record keeping standards and database management. Aid in administrative tasks.
• Use documentation software to document office procedures.
• Other duties as assigned.

This job description is intended to represent key areas of responsibilities; specific assignments may vary from time to time, and other duties may be assigned. 

Qualifications

• Bachelor’s degree required.
• 1 year of full time of experience within higher education post-graduation is required.  Previous Registrar’s Office, Advising Services Office, Enrollment Management, or Student Development experience preferred. 
• Working knowledge of Microsoft Office suite is necessary.  Working knowledge of relational databases is desired; Banner and Degree Works experience preferred.
• High capacity with management of details in a fast-paced environment; team oriented; strong and effective interpersonal, written, and verbal communication skills; and the ability to manage multiple tasks efficiently.
• Ability to interact professionally and effectively with faculty, students, administrators, and staff.
• Excellent attention to detail.
• Ability to organize and monitor data.
• Ability to think critically.
• Proven self-starter and able to work independently and as part of a team.
• Must be able to handle sensitive, confidential information in a mature, professional manner and be familiar with FERPA.

Physical Requirements

The employee is regularly required to sit, talk, hear, and type; frequently required to use repetitive hand motion.

FLSA Status – Exempt

About Wheaton College

Wheaton College is an evangelical Protestant Christian liberal arts college whose faculty and staff affirm a Statement of Faith and adhere to lifestyle expectations of the Wheaton College Community Covenant. Wheaton is an equal opportunity employer committed to recruiting and retaining a diverse and talented workforce and student body. We encourage the expression of multiple perspectives within a Christian worldview, inside and outside the classroom. For more information about Wheaton College visit www.wheaton.edu. Additionally, Wheaton College aspires to provide a physically safe environment for students, staff, and faculty to learn and work. In support of this objective, the College requires background checks for final candidates, after an employment offer is extended. Employment is contingent upon successful completion of a background check.

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