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Academic Advisor

The University of Kansas
Lawrence, KS

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Administrative Jobs
Academic Affairs, International Programs, Student Affairs, Academic Advising
Employment Type
Full Time
Institution Type
Four-Year Institution
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Job Details

Position OverviewGraduate Academic Advisors in the College of Liberal Arts & Sciences (CLAS) are team members of the College Office of Graduate Affairs (COGA) and are assigned to one or more academic departments to advise graduate students and faculty on policies and processes related to graduate education at KU and to manage all administrative aspects of graduate programs in their assigned departments.

Graduate Academic Advisors work closely with faculty in their assigned academic unit, the COGA office, and other campus partners to collaborate on key initiatives related to graduate education and to serve in an advising capacity for graduate policy and best practices. They provide students with equitable, inclusive advising on graduate policy and processes and connect students to services and opportunities to facilitate successful progression throughout their graduate career.

CLAS Graduate Academic Advisors report to the COGA Associate Director. Two advisors will be hired from this pool of applicants. Selected candidates will be assigned one of the following groups of departments:
  1. Communication Studies, Center for East Asian Studies, Center for Global & International Studies, Center for Latin American & Caribbean Studies, Center for Russian Eastern European & Eurasian Studies.
  2. Leadership & Diversity Studies, Political Science, Women Gender & Sexuality Studies
This position will have a hybrid work arrangement of up to two days/week remote and three days/week on-campus. Job Description (40%) Manages all administrative aspects of the graduate program and graduate data.
  • Submits and tracks all University or departmental forms related to student petitions, milestones, enrollment, exams, and graduation.
  • Maintains current and historical data and records relating to the graduate program and individual students.
  • Verifies that students have fulfilled all program and University requirements for degree, schedules final exams, and approves applications for graduation on behalf of the department.
  • Manages all administrative aspects of the graduate admission process, including tracking applicant materials, providing data or reports to admission committees, processing admission decisions in the Admit system, and processing correspondence and invitation letters.
  • Develops and manages communication campaigns for recruitment and outreach.
  • Coordinates prospective student visits, recruitment activities, new student orientations, and other events related to graduate programs.
  • Tracks graduate student enrollment, provides permission numbers, prepares and assists with submission of enrollment forms.
  • Manages all administrative aspects of 3G (GTA/GRA/GA) processes, including support for the selection process, tracking of appointments and course assignments, submission of hiring information to the Shared Service Center, and coordination and tracking of annual evaluations by 3G supervisors.
  • Maintains and updates the graduate student handbook and graduate pages of the department website and academic catalog.
(40%) Advises and guides graduate students and faculty on policy, procedures, and best practices related to graduate education in order to ensure student success.
  • Maintains broad expertise on College & University policies and procedures affecting graduate education at KU. Proactively and effectively communicates this information to faculty and students to ensure successful progression through the program and provide creative solutions to complex advising scenarios.
  • Serves as an advocate for students and as a liaison 1) between students and campus offices; 2) between faculty or department leadership regarding student issues or grievances.
  • Connects students with opportunities and resources for financial support, professional development, and campus and community engagement.
  • Communicates with prospective students regarding the application process.
  • Advises students and faculty regarding University requirements for exams and graduation.
  • Advises students on University requirements and program expectations related to funding and University employment. Guides students through the GTA/GRA/GA hiring process.
  • At request of unit, attends graduate faculty meetings, admissions and awards committee meetings, and annual graduate student review meetings in a policy advising capacity.
  • When appropriate, collaborates with or provides training for faculty members regarding use of University systems related to graduate education.
(20%) Collaborates with department and campus partners on key initiatives.
  • Consults regularly with Director of Graduate Studies (DGS) regarding the graduate program to ensure student success and collaborate on program initiatives.
  • Builds rapport and an understanding of department culture in order to tailor advising and support to meet department’s needs.
  • Works with department stakeholders or committees to provide reports, interpret data trends, and offer feedback to support innovative program development, recruitment efforts, or alumni development.
  • Supports the program and curricular development process, including coordination with governance to submit and usher through program & curricular changes.
  • As COGA team member, advises and provides feedback and input from a unit perspective to refine policies and/or processes related to graduate programs.
  • Attends and assists with the CLAS Master’s Hooding Ceremony and Graduate Studies Doctoral Hooding Ceremony.
Position Requirements
  • This position will have a hybrid work arrangement of up to two days/week remote and three days/week on-campus.
Required QualificationsEvaluation of the following requirements will be made through (1) descriptions of work experiences and educational experiences in cover letter, (2) record of accomplishments and productivity addressed in resume, and (3) information provided from professional references:
  1. Bachelor’s degree with one year relevant experience OR Master’s degree.
  2. One year minimum of professional experience involving the execution of detailed and time-sensitive procedures requiring independent judgment and a high degree of accuracy as evidenced by application materials.
  3. Demonstrated effective communication skills as evidenced by application materials.
  4. Demonstrated organizational skills and attention to detail as evidenced by application materials.
  5. Demonstrated experience investigating, interpreting and communicating guidelines, regulations, policies, and procedures as evidenced by application materials.
  6. Demonstrated ability to work independently to organize and track tasks/projects and to meet deadlines as evidenced by application materials.
  7. Demonstrated experience collaborating and communicating with individuals from varying cultures, backgrounds, or levels of authority as evidenced by application materials.
  8. Demonstrated experience using databases or other electronic systems for tracking and managing information (e.g., accounts, data, forms) as evidenced by application materials.
Preferred Qualifications
  1. Demonstrated experience with and dedication to diversity, equity, and inclusion efforts.
  2. Experience training others on procedures and/or electronic systems.
  3. Experience providing customer service.
  4. Professional experience handling sensitive information and/or situations requiring discretion and conformity to confidentiality and security protocols.
Additional Candidate InstructionsA complete online application includes a cover letter that addresses how you meet all of the required qualifications, a resume, and the contact information, including email addresses, of three (3) professional references.

Application deadline is September 27, 2021. For first consideration, please apply before that date. Contact Information to ApplicantsMorgan Swartzlander
[email protected] Advertised Salary Rangestarts at $39,000 Work Schedule40 hours/week Application Review Begins28-Sep-2021 Anticipated Start Date18-Oct-2021


Working at the University of Kansas 

Join the University of Kansas, and you’ll become part of a Jayhawk family that spans the globe. Wear your KU shirt in London, Istanbul, Buenos Aires, Nairobi or anywhere else, and you will likely hear a resounding “Rock Chalk!” from a stranger. Of course, the appropriate response is an enthusiastic “Jayhawk!” Because, after all, they’re not really strangers, they’re family.

The Jayhawk community is united by more than 150 years of tradition and by our commitment to pushing the boundaries of knowledge, transforming the academic experience, and creating solutions through innovative research. KU’s mission is to lift students and society by educating leaders, building healthy communities and making discoveries that change the world.  

The University of Kansas is the state’s flagship university and one of just 66 invited members of the prestigious Association of American Universities (AAU). We consistently earn high rankings for academics and recognition as a premier research university.

KU faculty and staff embrace our role as the state’s flagship university, AAU member and R1 institution that serves the state, nation and world. We celebrate the energy and compassion that infuse the Jayhawk spirit; and, we remain true to KU’s historic values: the elevating force of education, the transformative power of research and the healing power of service.

Diversity, Equity, Inclusion, and Belonging 

The University of Kansas is committed to a learning and workplace environment that is representative of our nation and global society, accepts and values everyone, appreciates our common humanity and understands that our multiple differences are the cornerstone of academic preparation, professional excellence and distinction. KU must be a place where all people feel they belong and have access to resources and support that help them attain their educational and professional goals.

We recognize there are inequalities and privileges generated by historical and persistent intersecting differences by race, ethnicity, gender identities, gender expressions, sexual orientation, socio-economic status, age, abilities, religion, regional background, veteran status, citizenship status and nationality. And we hold ourselves accountable for policies, processes and programs that appreciate these and other differences and create more fair, safe and just learning, working and living environments for KU students, faculty and staff.


KU offers a broad array of undergraduate and graduate study programs, and we fulfill our mission through academic and research programs of international distinction, coupled with outstanding libraries, teaching museums and information technology. These resources enrich the academic experience for students from all 50 states and 112 countries, and provide enrichment resources for KU faculty and staff.


The university attains high levels of research productivity and recognizes that faculty are part of a network of scholars and academicians that shape a discipline as well as teach it. KU staff are integral to our research success, participating in and supporting discoveries that expand knowledge and improve lives.


The university and our employees serve society through research, teaching and the preservation and dissemination of knowledge. KU's academic programs, arts facilities and public programs provide cultural enrichment opportunities for the larger community. And, KU offers educational, research and service programs throughout the state. KU employees are encouraged to participate in and serve the campus and surrounding communities in a way that is meaningful to them.

International Dimension 

KU offers more than 100 programs of international study and cooperative research for KU students and faculty at sites around the world. The university offers teaching and research that draw upon and contribute to the most advanced developments throughout the United States and abroad. At the same time, KU's extensive international ties support economic development in Kansas.


The University of Kansas, our students and employees are committed to excellence. We foster a multicultural, inclusive environment in which the dignity and rights of individuals are respected. Intellectual diversity, integrity and disciplined inquiry in the search for knowledge are of paramount importance.

Our City and State 

KU sits atop Mt. Oread in the center of Lawrence, a town full of natural beauty and culture. In fact, Rolling Stone magazine named Lawrence one of the best college towns in the United States. Lawrence is home to more than 100,000 people, and has a charming, Midwestern friendliness that welcomes visitors and celebrates diversity. In addition to KU, Lawrence is home to Haskell Indian Nations University, the premiere tribal university in the United States.

Lawrence’s historic and thriving downtown features restaurants, nightlife and local shops offering unique finds that you won’t find anywhere else. The town has more than 50 parks, an encompassing mixed-use trail, and quick access to biking/hiking trails along the Kansas River and around Clinton Lake. A five-minute drive from Lawrence, Clinton Lake offers fishing, boating, beaches, camping and other outdoor activities.

Located just 40 minutes west of Kansas City, Lawrence offers the appeal of a mid-size, suburban town with quick access to the amenities of a large city, including an international airport. The Kansas City metro area is home to world-class museums and cultural activities, Jazz clubs and other nightlife venues, expansive shopping options, and exciting professional sports with the Kansas City Chiefs, Kansas City Royals and Sporting KC.

Kansas is in the center of the country, making it convenient and cost effective to fly or drive to destinations throughout the United States. Far from flat, the Flint Hills, just 90 minutes from Lawrence, offer panoramic vistas that showcase the breathtaking beauty of America.

Making KU Your Home 

Something about Lawrence is magnetic. Long-time residents are never surprised when a KU student or employee from out of state decides to make Lawrence their permanent home. And, even those who do leave often find themselves returning to “the nest” at some point in the future. In fact, Lawrence has been named by several publications as one of the best places to retire.

At the University of Kansas, you’ll join a global Jayhawk family and find a place to call home.

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