Graduate Advisor - College of Business

Graduate Advisor - College of Business

Hiring Department

The University of Texas Permian Basin's College of Business welcomes applications for the position of Graduate Advisor

Salary Range

$48,000.00 depending on qualifications

Essential Functions

The Graduate Advisor supports graduate enrollment and student success across all University graduate programs by providing integrated academic advising and enrollment support for prospective, admitted, and continuing graduate students. The position advises students on degree requirements, course selection, degree plans, academic policy, progress, and completion; supports recruitment, application, yield, retention, orientation, and enrollment activity; maintains accurate advising and student records; and coordinates with Graduate Studies, Admissions, academic programs, the Registrar, and other campus partners.
The role applies established policies, identifies and resolves student issues within assigned authority, and prepares recommendations and reports that support student progression and University enrollment goals, while final admission decisions, academic-policy exceptions, transfer-credit approvals, degree certification, and institutional enrollment strategy remain with designated University authorities.

Academic Advising and Degree Planning

1. Advise admitted and continuing graduate students across University graduate programs on degree requirements, course selection, sequencing, prerequisites, transfer-credit implications, and time to completion.
2. Develop and maintain individualized degree plans and programs of study and update them as approved program requirements, enrollment status, or student circumstances change.
3. Advise students on enrollment status, course loads, leaves of absence, readmission, changes of program, academic standing, probation, reinstatement, and related academic implications within established policy.
4. Serve as a primary point of contact for graduate students on academic matters and coordinate referrals to faculty advisors, program coordinators, or University support offices as appropriate.

Records, Degree Audits, and Progress Monitoring

5. Conduct degree audits and progress reviews, identify incomplete requirements or risks to timely completion, and coordinate student or program follow-up.
6. Maintain accurate, timely, and confidential advising records, notes, degree plans, and student files in designated University systems in accordance with FERPA and records requirements.
7. Coordinate graduation applications, degree-completion checks, and clearance activities with the Registrar and academic programs and route final degree certification through authorized offices.

Policy Interpretation, Petitions, and Student Support

8. Interpret and apply established graduate academic policies, catalog requirements, and program regulations and explain their application to students, faculty, and staff.
9. Review and prepare petitions, substitutions, waivers, exceptions, and appeals; recommend appropriate action within assigned authority; and route final determinations to the designated authority.
10. Maintain current working knowledge of University, UT System, state, accreditation, and program requirements affecting graduate students.
11. Conduct proactive outreach and advise students experiencing academic or administrative barriers to support enrollment, persistence, retention, and timely degree completion.

Recruitment, Orientation, and Enrollment Support

12. Plan or deliver graduate orientation, advising sessions, workshops, information sessions, and student-facing materials for prospective, admitted, and continuing students.
13. Serve prospective graduate students through phone, email, text, virtual, and in-person inquiries; explain program options and admission requirements; and support application completion and matriculation.
14. Represent the University at assigned graduate recruitment events, open houses, employer or community events, and comparable outreach activities.
15. Coordinate application status tracking, document collection, and applicant communications with Admissions and academic programs without assuming final admission authority.
16. Monitor inquiry, application, admission, matriculation, advising, retention, and completion activity against established goals and prepare status summaries and recommendations for leadership.

Collaboration, Reporting, and Process Improvement

17. Collaborate with academic programs, faculty advisors, Admissions, the Registrar, Financial Aid, International Programs, Marketing, and student-support offices to resolve student issues and align approved advising and enrollment practices.
18. Prepare advising, enrollment, progress, retention, and completion reports; identify recurring issues or barriers; and recommend operational improvements.
19. Develop or maintain advising procedures, communication templates, recruitment communications, catalog-related guidance, and student-facing resources in collaboration with responsible offices.
20. Perform other related duties as assigned by the immediate supervisor.

Required Qualifications

1. Bachelor's degree from an accredited college or university.

2. Two (2) years of professional experience in academic advising, admissions, enrollment management, student services, or a closely related higher-education function.

3. Experience providing academic, enrollment, admissions, or student-success guidance and maintaining student or applicant records in a student information system, CRM, degree-audit system, database, or comparable enterprise platform.

4. Experience interpreting and applying academic policies, program requirements, admission requirements, or comparable regulations and routing exceptions through established approval processes.

5. Experience with student recruitment, outreach, inquiry management, application completion, enrollment follow-up, or a comparable relationship-management function.

6. Proficiency with Microsoft Word, Excel, Outlook, and PowerPoint or comparable office applications.

Preferred Qualifications

1. Master's degree from an accredited college or university.

2. Experience advising graduate students or working in a graduate school, graduate studies office, or graduate program.

3. Experience with PeopleSoft, Banner, Colleague, Slate, Salesforce, Stellic, or comparable student-information, CRM, degree-audit, or advising platforms.

4. Experience advising international, online, part-time, or working-adult graduate students.

5. Experience supporting retention, degree completion, orientation, recruitment events, enrollment goals, yield activity, or recruitment communication campaigns.

6. Knowledge of FERPA, graduate academic policy, and accreditation or regulatory requirements affecting graduate education.

7. Strong communication, judgment, organization, collaboration, and student-service skills.

Additional Information

Required Application Materials

1. Cover Letter
2. Résumé
3. List of References
4. Transcripts (Preferred)
5. Letters of Recommendation (Preferred)

Conditions of Employment

1. The job description is not a complete list of all responsibilities and duties performed by employees. Employees may perform other related duties as assigned by their immediate supervisor.
2. Employment is subject to an introductory period to monitor employee performance.
3. Once hired, the prospective employee must present documentation within three (3) days of the hire date to establish their identity and employment eligibility as required by Immigration and Customs Enforcement (ICE). Applicants must be able to show proof of eligibility to work in the United States by time of hire. UTPB participates in e-Verify.
4. Employees must be able and willing to travel and perform duties away from campus as necessary and must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver's license. Must have and maintain a satisfactory driver's record.
5. Employment is contingent upon a successful background check.
6. UT Permian Basin is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Schedule

Generally, the normal work hours for the university are Monday through Thursday, 7:30 – 5:30 pm; Friday, 8:00 am – 12:00 pm with a one-hour lunch. The individual holding this position may need to be available early morning, evening, and on weekends to meet the needs of the department. Hours worked may differ with some departments.

Standard Working Conditions

1. Able to lift various materials up to 25 pounds on an occasional basis.
2. Able to bend, crouch, and reach continuously.
3. Physically able remain seated, frequently to continuously.
4. Able to remain standing up to 15% of the time.
5. Possesses dexterity abilities required to perform job duties including extensive keyboard work, operating office equipment, performing filing, and other job-related responsibilities that include extensive wrist and hand movement.
6. Standard working conditions may differ depending on department and occupation

University Benefits

1. UT Permian Basin offers an excellent compensation package including heath, retirement, & fringe benefits for eligible employees.
2. Coverage includes medical, prescriptions, life insurance, AD&D, and matching retirement provided by UTPB.
3. You may also be eligible to add dental, vision, family coverage, & flex-spending accounts, additional retirement, and a few other coverages as options too.
4. Fringe benefits include tuition reimbursement (after one year of service), wellness breaks, employee assistant program (EAP), and meal deals, among other perks and discounts!
5. Our benefits package, along with an ample leave policy, make for a great total compensation package.

About the University

The University of Texas Permian Basin is located in Odessa, Texas. It was authorized by the Texas Legislature in 1969 and founded in 1973. The Permian Basin is one of the fastest-growing, culturally vibrant, economically invigorated regions of the country – full of industry, culture, and wide-open spaces. At the academic heart of this area sits The University of Texas Permian Basin – which every year, delivers smart, savvy leaders across the U.S.

As a regional, comprehensive institution, The University of Texas Permian Basin serves a diverse community of students from the region, the state, and beyond. Through excellence in student-centered teaching, learning, research, and public service, the University cultivates engaged citizens and impacts lives while advancing the technology and public interests of West Texas.

Our vision is that the University of Texas Permian Basin will be an innovative, responsive university that thinks large and lives local. We will lead in advancing education, research, economic competitiveness, and cultural enrichment.
Visit our social media sites below for more information.

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Thank you for your consideration in today's job market. We look forward to connecting with you more in the future.

To apply, visit https://zahr-prd-candidate-ada.utshare.utsystem.edu/psp/ZAHRPRDADA/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=10&JobOpeningId=16311&PostingSeq=1&SiteId=1&languageCd=ENG&FOCUS=Applicant

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