Academic Advisor

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About Westfield State University:

In 1839, Westfield State University was founded on the ideals of Horace Mann who sought to improve society through education. We were the first public education institution without barrier to race, gender or economic class. The spirit of innovative thinking and social responsibility is forged in a curriculum of liberal arts and professional studies contributing to the development of knowledge, skills, and character essential for students to become responsible leaders and engaged citizens.


Westfield State is a highly residential campus with approximately 55% of our 3,100 full-time undergraduate students living on campus. The campus is ideally situated on the edge of the Berkshire Mountains in western Massachusetts just 30 minutes from the thriving cultural centers of Springfield, Northampton, and Amherst with a selection of museums, theater, collegiate and minor league sports, hiking trails, and restaurants. The University is within 1.5 hours of Boston and Albany and within 3 hours of New York City and the Green Mountain range of Vermont.


Thank You for Your Interest in Becoming a Westfield State Community Member


You are welcome here. You can advance your career and make a difference here. We invite you to bring your whole self and talents to Westfield State University. The University seeks applicants whose record of teaching, student advising, research, and administration positions them to contribute to the everyday practice of our institutional values.


Our Values


Westfield State commits to values that strengthen a common bond among all members of our community and promotes a rich campus environment.

• Embrace Diversity - We treat all members of our community with dignity and respect.
• Maintain Excellence and Integrity - We maintain excellence and integrity in all that we do.
• Collaborate with Each Other - We make decisions in a transparent and collaborative manner.
• Provide Accessible Education - We commit to providing an accessible, affordable public higher education for all.
• Build a Strong Community - We are inclusive and ensure equity, supporting the personal development of all community members, and embracing multiple perspectives.
• Engage the Outside Community - We support civic engagement in local, regional, and global initiatives.

Job Description:

Campus Title: Academic Advisor

State Job Title: Staff Associate

Department: Academic Affairs

Job Code: HA5300

FLSA Status: Exempt

Funding: 1596-2439 (Grant Funded)*

Bargaining Unit: APA

Job Type: Full-Time Temporary / On-campus position

Timeframe: 52 Weeks

Shift: Monday-Friday, 8:30 am to 4:30 pm (some nights and weekends required)

Regular Days Off: Saturday and Sunday

Supervision Received: Reports to the Director of Academic Advising and Transfer Transition.

Supervision Exercised: May supervise Trust Fund/Work Study students, Peer Advisors, Graduate Assistants, and Office Interns.

Salary: $61,000 to $65,000 Annually (salary commensurate with education and experience)



*Two positions will be hired off this one posting*


*This is a grant-funded position. Continued employment beyond the grant period is contingent upon the availability of funding and institutional need. Upon the grant's conclusion, the position will be evaluated for potential adoption and funding by Westfield State University.


General Statement of Duties:


With the primary goal of student success, the Academic Advisor provides comprehensive, student-centered academic advising and holistic support to a diverse undergraduate population across all academic disciplines. Working collaboratively within a dual advising model alongside faculty advisors, academic departments, and the Career Center, the Academic Advisor assists students in navigating complex educational and career decisions while promoting retention, persistence, equity, and timely degree completion.


The Academic Advisor collaborates with administrators, faculty, program area chairs, campus partners, and student support offices to deliver proactive, data-informed advising services and contribute to institutional retention strategies. Responsibilities include supervising student employees, planning and delivering advising programs and workshops, and maintaining current working knowledge of all University policies and procedures.


Student satisfaction through timely, responsive, and equitable service is a paramount expectation of this position. In addition to regular working hours, the Health Professions Advisor may occasionally be expected to support evening and weekend programs, student events, outreach initiatives, and time-sensitive student concerns.


Duties and Responsibilities:
Essential duties include but are not limited to the following. Responsibilities are grouped by function.



Academic Advising and Student Support

• Provide comprehensive, holistic academic advising to an assigned caseload of undergraduate students, in collaboration with faculty advisors, to support informed decision-making, retention, and on-time graduation.
• Analyze and interpret student data, transcripts, academic histories, and placement results to develop individualized academic plans, and offer guidance on university policies, academic programs, degree requirements, institutional resources, and career pathways.
• Assist students with registration, add/drop, withdrawals, changes of curriculum, and related academic processes, reviewing academic records to ensure appropriate course recommendations, including walk-in advising support during peak enrollment periods throughout the year.

Outreach, Retention, and Institutional Collaboration

• Advocate for students by identifying barriers to success and connecting students to appropriate campus and community resources including tutoring, counseling, accessibility services, financial aid, and wellness support services.
• Monitor academic progress throughout the semester and use early alert platforms, including Starfish (WSU 360), to identify at-risk students and implement timely, targeted outreach and intervention strategies.
• Contribute to institutional retention and persistence initiatives through data-informed advising strategies and collaborative planning.
• Design, coordinate, and deliver advising materials, programs, workshops, and events that promote student engagement, success, and retention.
• Participate and assist with admissions events, New Student Orientation, and other campus-wide enrollment and retention programs.
• Build and maintain collaborative relationships with faculty, Academic Deans, staff, and key campus stakeholders, and represent the advising office on university-wide committees and at institutional meetings.

Records, Compliance, and Technology

• Maintain accurate and timely electronic records of advising meetings, outreach, case notes, referrals, and student progress within university systems.
• Maintain confidentiality of student information in accordance with the Family Educational Rights and Privacy Act (FERPA) and all applicable University policies and procedures.
• Maintain proficiency in university technology systems, including Banner, Degree Works, Starfish (WSU 360), Argos, Zoom, and related advising and reporting platforms.

Supervision and Professional Development

• Assist with recruiting, hiring, training, and supervising peer advisors, student employees, graduate assistants, and interns.
• Remain current with trends and best practices in academic advising and student success.
• Participate in professional development opportunities that include workshops, conferences, webinars, and professional associations aligned with advising and NACADA core competencies.
• Perform other related duties as assigned.

Requirements:

Required Qualifications:

• Bachelor's degree from an accredited college or university.
• Minimum of two (2) years of professional experience in higher education (e.g., academic advising, admissions, financial aid, career services, student affairs, or programs serving first-generation college students).
• Strong interpersonal, communication, presentation, and advising skills, with the ability to work effectively with a diverse population of students, faculty, staff, and university personnel.
• Demonstrated sensitivity to individual and cultural differences and the ability to interact respectfully and equitably with students from a wide range of backgrounds.
• Ability to clearly explain institutional academic policies, financial aid procedures, degree completion requirements, and other expectations of college life to students and families.
• Working knowledge of FERPA regulations and the ability to handle sensitive and confidential student information appropriately.
• Strong organizational skills, initiative, and attention to detail, with the ability to work independently and collaboratively and manage multiple complex tasks and competing priorities under tight deadlines.
• Proficiency in data management and reporting systems, with the ability to interpret student outcome data to support advising and retention efforts.
• Experience creating and delivering presentations, workshops, or training sessions.
• Demonstrated commitment to student success and student-centered advising practices.
• Ability to work occasional evenings and weekends as required for student-facing programs and events.

Preferred Qualifications:

• Master's degree in Higher Education, Counseling, Social Work, Student Affairs, or a related field from an accredited institution (or current enrollment in such a program).
• Experience in student-facing roles such as academic advising, counseling, mentoring, or tutoring within a higher education setting.
• Experience advising specific student populations, including first-year students, transfer students, students on academic warning or probation, or students from historically underrepresented backgrounds.
• Knowledge of developmental, proactive, appreciative, or holistic advising theories and approaches, consistent with NACADA Core Competencies.
• Familiarity with university systems such as Banner, Degree Works, Navigate360, Starfish, or comparable advising and early alert platforms.
• Prior supervisory or peer leadership experience in a higher education environment.
• Active membership or involvement in NACADA or a regional academic advising association.
• Bilingual proficiency in English and Spanish or another language reflective of the student population served.

The above statements are intended to describe the general nature and level of work expected of this position and are not to be construed as an exhaustive list of all responsibilities, duties, and skills required.


Additional Information:

Salary:


Salaries for current Westfield State University employees and individuals currently working for the state of Massachusetts must be calculated individually in accordance with collective bargaining agreements as well as state policies. State job specifications may be found on the Department of Higher Education's webpage .


Employee Benefits:


Benefits are an important component of an employee's total compensation package.

• Health Insurance: Westfield State offers a variety of HMO, POS, and PPO-type health insurance plans for eligible employees. Coverage is effective on the 1st of the month following the date of hire. Exceptions to employees hired on the 1st of the month, coverage is effective immediately.
• Retirement: the MA State Employee Retirement System provides eligible employees with a retirement pension following a 10-year vesting period. In lieu of the retirement pension, eligible employees may select the Optional Retirement Plan with a maximum 5% employer matching contribution.
• Tuition Waivers & Discounts: eligible employees, including spouses and dependent children, receive reduced tuition at MA state colleges, community colleges, and universities.
• Paid Time Off: employees receive 12 paid holidays and generous vacation, personal, and sick leave benefits.
• Additional information regarding employee benefits is available on the University's Benefits & Wellness webpage .

Disability Accommodations


Westfield State University is committed to the full inclusion of individuals with disabilities and will ensure the availability of reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, please contact Human Resources at View phone number on click.appcast.io or visit us in the Horace Mann Building, 1st floor.


Background Check


Employment is contingent upon the successful completion and review of a background check. A criminal record will not automatically disqualify an applicant from consideration.

Application Instructions:

An on-line application is required. The successful candidate must submit an official transcript at the time of hire. Interested candidates should electronically attach the following documents:

• Resume
• Cover Letter
• Contact information for three references *
• Copy of unofficial transcript of highest degree

* Provide the contact information for reference providers in the reference section of the online application.


Deadline: The job posting will be open a minimum of ten days and, if needed, will remain open until finalists have been selected.


NOTE: If you need assistance completing your application please contact our online Help Desk . The link to the help desk can be found at the top of the page via Contact Us.
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