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Online Academic Advisor/Assistant Registrar – Staff Position

Position Title: Online Academic Advisor/Assistant Registrar

Position Summary:
The Academic Advisor for Online Learning provides essential student success support for the online undergraduate program and for the online-hybrid Masters of Organizational Leadership program. This position reports to the Director of Online & Remote Learning and is also responsible for enforcing all University policies and procedures as well as coordination with university faculty and administration in implementing procedures specific to the online undergraduate program and MOL program. The online advisor will also serve as an assistant registrar for the online program and MOL, and will report to the Registrar for supervision of assistant registrar responsibilities.

Department: Office of Academic Affairs

Position Requirements and Preferences:

Education: Bachelor’s degree in Education, Business Administration, or related field required from a regionally accredited college or university required.
  • Experience in higher education in administration.
  • Experience with Moodle or other learning management systems required.
  • Experience with cloud-based academic management systems (CAMS).
  • Office management/coordination abilities.
  • Independent decision making, ability to exercise good judgment, accuracy, flexibility and well-developed critical thinking skills.
  • Ability to work in an environment of shifting priorities, frequent, interruptions, hectic pace, high level of interaction with students, staff and/or the public.
  • Working knowledge of computer software programs which may include Word, Excel, videoconferencing, institutional mainframe computer system software, or similar programs.
  • Excellent written communication skills including proficiency in business English, grammar, punctuation, and spelling.
  • Ability to handle highly confidential matters and materials with discretion.
  • Ability to work independently as well as be a collaborative team player in completing assigned tasks and meeting deadlines.
  • Excellent customer service skills including phone and in-person reception etiquette.
  • Proficiency with office machines including fax, scanner and copy machine.

Reports to: Director of Online & Remote Learning

Performance Responsibilities:

  1. Provides proactive academic advising to students enrolled in the online undergraduate program, providing timely service in compliance with all university regulations.
    1. Creates a rapport with online students that is personal and responsive.
    2. Schedules weekly video-advising sessions with new online students during their first online, 8-week session to support successful program onboarding.
    3. Schedules video-advising sessions with returning online students as needed to support continual student success.
    4. Creates and maintains online student plans of study for degree completion.
    5. Registers students for courses.
    6. Tracks retention and graduation rates of online cohorts.
  2. Provides proactive academic advising to students enrolled in the Masters of Organizational Leadership program, providing timely service in compliance with all university regulations.
    1. Creates a rapport with MOL students that is personal and responsive.
    2. Creates and maintains MOL student plans of study for degree completion.
    3. Registers students for courses.
    4. Tracks retention and graduation rates of MOL cohorts.
  3. Serves as direct contact for all students enrolled in online courses, providing troubleshooting support for Moodle and Cengage course materials, assistance in locating resources and answering policy or procedural questions related to the online program.
  4. Ensures that mid-term grades for online courses are entered accurately and according to deadlines, and subsequently notifies on-campus and distance learning advisors of at-risk students. Takes action to follow-up with at-risk online and MOL students.
  5. Monitors student attendance and takes appropriate action as absences occur.
    1. Completes timely and accurate paperwork and maintains a system for retrieving advising records regarding: adds, drops, LDAs, withdrawals, intents to graduate, independent studies, etc.
  6. Deploys and grades required online orientation; enters orientation grades in CAMS; contacts students who have not completed orientation to ensure they have required course materials.
  7. Supports with a Leadership and Technology focus, and enlivens that provision through adherence to the Quaker principles of simplicity, peace-making, integrity, community, and equality.
  8. Represents the College in a positive manner with prospective, current, and former students, employees, and the community.
  9. Demonstrates enthusiasm, self-motivation, and a positive attitude in meeting and dealing effectively and courteously with students, other personnel, and all members of the community.
  10. Interprets departmental and/or college policies and procedures.
  11. Performs in a manner which benefits student learning.
  12. Participates in mandatory meetings.
  13. Complies with all-university policies and procedures; maintains a high level of professionalism and ethics; attends all graduation ceremonies.
  14. Other duties as assigned.


Evaluation: Performance of this position will be evaluated in accordance with the policies established by the Board of Directors of William Penn University.

Send cover letter, resume, and references to: 

Human Resources
William Penn University
201 Trueblood Ave
Oskaloosa, IA 52577

Terms of Employment: At will employee

William Penn University is an equal opportunity provider and employer.