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Position Classification Description

Position Class Code / Title: G5030 / Coord,Grad Academic Advisement
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 10

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.


Coordinates the daily activities associated with graduate academic advisement and consultation. Serves as liaison to academic and student services departments. Assesses completion of academic requirements and analyzes applications for candidacy and programs of study, transfer credits and transcripts for completion of degree requirements. May guide the work of lower level staff or workstudies.

Duties and Responsibilities

  1. Advises students, departmental staff, and faculty of university graduation requirements and policies; responds to inquiries and researches and resolves problems.
  2. Provides academic consulting services to current students, former students, faculty, and staff, including complex analysis and integration; receives and reviews transcripts to ensure applicability to degree requirements.
  3. Resolves problems relating to curriculum, program requirements, and university requirements by referring to catalogues and other appropriate resources material or governance manuals; coordinates with representatives of academic units to process changes in programs of study, applications for candidacy, graduation requests, and to aid in resolution of academic problems and disputes.
  4. Responds to inquiries and researches and resolves problems related to transactions handled by the unit; serves as liaison with other constituencies in the resolution of day-to-day administrative and operational issues.
  5. Provides technical advice, guidance, and support to other academic advisors within the university; assists in the training of new advisors as needed, and serves as a primary resource on progression, graduation, and advisement issues for departmental advisors.
  6. Assists in advisement, progression, certification and evaluation processes by performing supplemental administrative activities, such as securing requested information, verifying computerized data files, and preparing reports.
  7. Reviews student files to ensure deadlines are met for completing various graduation requirements such as coursework requirements, theses, comprehensive examinations, and other specific program requirements.
  8. Coordinates the process of collecting, recording, and verifying completion of all graduation requirements.
  9. Coordinates graduation procedures with academic units; may order and distribute diplomas.
  10. May advise on certification or licensure requirements; evaluates transcripts and course work to ensure student remains on career track.
  11. May supervise and/or lead lower graded staff and/or student employees; may participate in training and evaluative sessions and recommend methods to improve advisement activities.
  12. Maintains records and generates reports and statistics.
  13. Serves as Campus Security Authority as outlined by the Clery Act.
  14. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • Bachelor's degree; at least 3 years of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Ability to provide technical guidance and leadership to professional personnel in area of expertise.
  • Records maintenance skills.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to gather and analyze statistical data and generate reports.
  • Knowledge of academic standards governing student probation, suspension, and/or expulsion.
  • Knowledge of the rules, regulations, and laws regarding student records.
  • Knowledge of student retention and progression issues.
  • Ability to analyze and solve problems.
  • Ability to supervise and train assigned staff.
  • Ability to interpret, adapt, and apply guidelines and procedures.
  • Ability to analyze course prerequisites, certification, and/or curriculum/graduation requirements.
  • Ability to investigate and analyze information and draw conclusions.
  • Organizing and coordinating skills.
  • Ability to manage datasets and databases.
  • Ability to evaluate student transcripts and/or records.
  • Ability to work effectively with a wide range of constituencies in a diverse community.
  • Ability to analyze program requirements, university requirements, and/or curriculum/graduation requirements.

Distinguishing Characteristics

    Position requires: a) academic advisement of current and former graduate students across all academic departments; b) integrated analysis and consultation to students, faculty, and staff on complex academic and associated issues; c) coordination with multiple academic units in the processing of student requests and the resolution of individual academic problems; d) participation in the delivery of in-service training to practitioners on academic advisement and information procedures.

Working Conditions and Physical Effort

  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.
  • Work is normally performed in a typical interior/office work environment.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 03/20/2017