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Online Academic Advisor/Assistant Registrar

Position Title: Online Academic Advisor/Assistant Registrar

Department: Academic Affairs

Position Requirements and Preferences:

A. Education: Bachelor’s degree in Education, Business Administration, or related field required from a regionally accredited college or university required.

B. Experience:

  • Experience in higher education in administration
  • Experience with Moodle or other learning management systems required
  • Experience with cloud-based academic management systems (CAMS)
  • Working knowledge of computer software programs (Word, Excel)

C. Duties:

Advise students in Online program

  • Evaluate incoming transcripts
  • Create Plan of Study
  • Document and maintain current enrollment data – add/drop
  • Communicate with students regarding academic/instructor issues
  • Assist students in navigating – financial aid, billing, books, computers, classes, portfolio, etc.
  • Work with campus offices to assist Online students
  • Every semester check final grades for English course requirements (C- or higher)
  • Assist advisees in completing Intent to Graduate form and degree audit
  • Collect Intent to Graduate form and submit to registrar
  • Communication must be answered within 24 hours – this includes evenings and weekends

Recruitment and Retention

  • Create Plan of Study for all potential students who submit transcripts for evaluation

Additional Administrative duties

  • Monitor student attendance and take appropriate action as absences occur.
  • Complete timely and accurate paperwork and maintain a system for retrieving advising records regarding: adds, drops, LOAs, withdrawals, intent to graduate, etc.
  • Provide Faculty Orientation and training as needed, providing academic support (Moodle, and other technical training as well as guidance for teaching and locating teaching resources)
  • Serve as direct contact for students, providing troubleshooting for Moodle, locating resources, answering policy or procedural questions, troubleshooting technology.
  • Participate in mandatory meetings.
  • Establish positive relationships with all constituents.
  • Comply with all-university policies and procedures; maintain a high level of professionalism and ethics; attend all graduation ceremonies.
  • Other duties as assigned.


  • Provide an education with a Leadership and Technology focus, and enliven that provision through adherence to the Quaker principles of simplicity, peace-making, integrity, community, and equality.
  • Represents the College in a positive manner with prospective, current, and former students, employees, and the community.
  • 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.
  • Interprets departmental and/or college policies and procedures.
  • Detail oriented while multi-tasking, working independently and problem solving
  • Works harmoniously with others.
  • Performs in a manner which benefits student learning.

Reports to:

Director of Online & Remote Learning (in collaboration with the Registrar for duties that fall under the Office of the Registrar)

Start Date: Immediately

Replacement or New Position: Replacement

Full-Time/Part-time/Temp: Full-time

Closing Date of Posting: Until Filled

Application Sent to: Send cover letter, resume and references:

Attn: Human Resources Coordinator

William Penn University

201 Trueblood Avenue

Oskaloosa, Iowa 52577 Email:

Terms of Employment: At will employee

William Penn University is an equal opportunity provider and employer.