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Job ID: 128731

Assistant Director of Advising
University of San Francisco

Date Posted Sep. 9, 2019
Title Assistant Director of Advising
University University of San Francisco
San Francisco, CA, United States
Department N/A
Application Deadline Open until filled
Position Start Date Available immediately
  • Associate/Assistant Director
  • Academic Advising

Job Title:
Assistant Director of Advising

Job Summary:
Under the general supervision and direction of the Director of Graduate Student Affairs, the Assistant Director of Advising is responsible for advising, problem solving, record keeping, and enhancing the student experience for all graduate students within the School of Management. This includes students from Full-time and Part-time Master of Business Administration, Organization Development, Full-Time Nonprofit Administration, Part-Time Nonprofit Administration, Public Administration (on-ground), Public Administration (online), Full-Time Information Systems, and Part-Time Information Systems.

Advising involves mastering a robust knowledge base that includes the courses, degree requirements, curriculum structure, faculty, student issues and needs, policies, and processes, for each of the master's programs, the School of Management, and academics/student services throughout the University of San Francisco. The Assistant Director for Advising has a significant, daily impact on the student experience. Advising responsibilities include meeting with individual students, fielding questions and feedback, explaining and upholding academic policy, and handling sensitive situations with a positive attitude and professionalism while maintaining strict confidentiality.

The Assistant Director for Advising will work with the Director of Graduate Student Affairs in carrying out all daily advising efforts for all School of Management graduate programs, with a focus on efficiency, effectiveness, and the pursuit of excellence. In fulfilling that charge, the Assistant Director will take into account the overall best interests of the School by working with other units to ensure the best and highest use of the School's resources.

Full Job Description:
Essential Job Responsibilities

Counsel prospective, current, and visiting Graduate students on all matters related to their academic records and progress, including class registration issues, probation status due to grade point average, transcripts, projected graduation date, transfer credits and communication issues that may arise between a student and faculty or administration.

Maintain accurate, current student academic files. Create cohort lists and verify data; assign cohort codes. Collaborate with the USF Registrar regarding record maintenance and corrections. Maintain lists of joint degree students.

Work closely with International Student Support Services offices to facilitate and coordinate appropriate documentation and study/work permissions for international students.

Perform degree audits in conjunction with the USF Graduation Center to determine student eligibility for graduation.

Monitor student GPA's at the end of each semester, with regards to academic probation and update student information in Banner.

Assist SOM Program Directors and Department Chairs with academic schedule planning,

Work closely with Academic Affairs staff regarding schedule adjustments throughout student registration process.

Monitor the submission of faculty grades, 4-6 times annually, and keep the Director of Graduate Student Affairs and Associate Dean abreast of grades not submitted.

Provide support for Director of Graduate Student Affairs in coordination and event planning to produce successful student events for all Graduate Programs, including but not limited to assistance with new student orientations.

Collaborate with Director of Graduate Student Affairs award and commencement speaker selection process twice a year.

Communicate timely and accurate school news to current students and, as directed by the Director of Graduate Student Affairs, to prospective students.

This includes monthly e-newsletter communication with current students, as well as updating and distributing incoming student information/FAQs.

Act as a resource person/liaison between and among faculty, students, staff and the University community, as well as members of the public

Serve as primary advisory and logistical support for the Director of Graduate Student Affairs.

In partnership with the Director of Graduate Student Affairs, direct the day-to-day activities of program assistants, peer advisors, and student assistants in the area of Academic and Student Life.

Monitor and help to maintain/improve the professional appearance, environment, and service culture of the Academic and Student Life Office, in consultation with the Director of Graduate Student Affairs.

Assist in training new Graduate Student Affairs staff members on all School of Management policies and procedures.

Assist Director of Graduate Student Affairs with issues regarding academic probation and other complex student advising issues as needed.

Coordinate programming to support all students and instill back-up procedures/support for advising and events as needed.

Monitor and forecast course enrollments in order to advise Associate Dean on class cancellations and scheduling adjustments.

Work closely with Office of Admissions to ensure a smooth transition from admitted to matriculated student, resolving any issues that arise related to their record (coding, status, program issues).

In conjunction with the MBA Program Director, ensure that international students have appropriate documentation and registration for program internships.

Serve as primary point of contact for visiting students across SOM graduate programs. Responsible for counseling prospective visiting students on application process, admitting visiting students, and enrolling visiting students in courses.

Ability to navigate USF systems including Banner, Slate, Tableau, and Salesforce Student.

Assume other responsibilities in line with this job description, as assigned by the Director of Graduate Student Affairs.

Key Executions:
Outstanding customer service to current students
Improvement of advising activities through policy setting and execution
Deliver high quality student programs that contribute to the students' education
Ability to work occasional evenings and weekends.


BA from an accredited university is required, Master's degree preferred. Minimum of three years of related work experience, preferably in an academic environment. Experience working with graduate students is a plus. Proven ability to function in a leadership capacity; working with minimal supervision and a high degree of autonomy in establishing priorities, making decisions, and carrying through tasks on deadline; Strong ability and commitment to working in a team environment;

Excellent verbal and written communication skills are a must. Experience strongly desired in word processing, spreadsheets, website maintenance.

High customer service values and an exceptional level of professionalism are required; team-oriented; commitment to efficiency, effectiveness, and excellence; dedication to evidence-based decision-making and evaluation; commitment to USF's Mission, Vision and Values.

Full time

Pay Rate:

To apply, visit

The University of San Francisco is located in the heart of one of the worlds most innovative and diverse cities, and is home to a vibrant academic community of students and faculty who achieve excellence in their fields. Its diverse student body enjoys direct access to faculty, small classes and outstanding opportunities in the city itself. USF is San Francisco's first university, and its Jesuit Catholic mission helps ignite a students passion for social justice and a desire to Change the World From Here. For more information, visit


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