Educator & Education

Academic Counselor job description

An Academic Counselor guides students through degree planning, course registration, and academic success strategies to ensure timely graduation and retention.

Published October 15, 2024Updated May 16, 20264525 likes

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Job brief

We are seeking a dedicated Academic Counselor to join our student success team and serve as a primary guide for our diverse student body. In this role, you will help students map out their educational journeys, navigate institutional challenges, and connect with essential campus resources that drive long-term achievement. You will play a vital role in our retention efforts by providing proactive outreach and evidence-based guidance to students throughout their academic tenure. If you are passionate about transformative education and possess a deep commitment to student equity, we invite you to apply.

Key highlights

Develop personalized multi-semester academic plans that align student career goals with institutional curriculum requirements and graduation timelines.
Execute proactive outreach campaigns for at-risk students using early-alert software systems to improve retention and persistence rates.
Perform degree audits and transfer credit evaluations to ensure compliance with institutional policies and department-specific accreditation standards.
Collaborate with faculty and department chairs to stay informed on curriculum changes, program updates, and evolving academic degree requirements.

What is a Academic Counselor?

An Academic Counselor is a student-advocacy professional responsible for managing the holistic educational trajectory of learners within secondary or higher education. By utilizing Student Information Systems (SIS) like Banner or PeopleSoft, an Academic Counselor audits degree progress, monitors GPA requirements, and enforces institutional academic policies. Their work is essential to maintaining student engagement, supporting enrollment management objectives, and fostering a culture of academic rigor and student persistence.

What does a Academic Counselor do?

An Academic Counselor conducts individualized degree planning sessions, helping students navigate complex prerequisites, general education requirements, and major-specific curricula. They use CRM tools such as Salesforce or Starfish to document advising interactions, trigger intervention alerts for at-risk learners, and track graduation milestones. Beyond individual meetings, they collaborate with faculty departments to refine program pathways and present at orientation workshops to ensure students are equipped with the knowledge to succeed academically.

Key responsibilities

Develop personalized multi-semester academic plans that align student career goals with institutional curriculum requirements and graduation timelines.
Perform degree audits and transfer credit evaluations to ensure compliance with institutional policies and department-specific accreditation standards.
Execute proactive outreach campaigns for at-risk students using early-alert software systems to improve retention and persistence rates.
Guide students through complex registration processes, ensuring accurate course selection, prerequisite fulfillment, and adherence to academic deadlines.
Facilitate transition workshops for incoming, transfer, and undecided students to clarify degree pathways and campus service accessibility.
Maintain meticulous electronic records of advising appointments, student communications, and degree progress updates within the designated SIS platform.
Collaborate with faculty and department chairs to stay informed on curriculum changes, program updates, and evolving academic degree requirements.
Advocate for student needs by identifying systemic barriers and recommending improvements to institutional processes that support learner success.

Requirements and skills

Master’s degree in Education, Counseling, Student Affairs, or a related field, with 2+ years of experience in higher education advising.
Proven proficiency with Student Information Systems (SIS) such as Banner, PeopleSoft, or Workday Student for data management.
Advanced knowledge of FERPA regulations and data privacy protocols regarding student academic records and sensitive personal information.
Strong ability to interpret complex academic catalogs and degree maps to explain requirements clearly to diverse student populations.
Experience using CRM or student success tools like Starfish, EAB Navigate, or Salesforce to manage appointments and interventions.
Exceptional ability to synthesize academic policies and relay technical degree requirements to non-expert students and families.
Certification in Academic Advising (e.g., NACADA-aligned training) or equivalent experience in student support services is highly preferred.
Demonstrated commitment to inclusive advising practices that support first-generation, low-income, and non-traditional student populations.

FAQs

What does an Academic Counselor do on a daily basis?

An Academic Counselor manages a caseload of students, focusing on degree planning, course registration, and academic progress monitoring. On a daily basis, they conduct one-on-one advising appointments, audit academic transcripts, resolve scheduling conflicts, and respond to student inquiries regarding graduation requirements. They also use student success platforms to document interactions and initiate outreach to students who may be struggling academically.

What qualifications are needed to become an Academic Counselor?

Most institutions require a Master's degree in Counseling, Higher Education Administration, or a related field. Essential skills include proficiency in Student Information Systems (SIS), knowledge of degree audit software, and a strong understanding of federal privacy laws like FERPA. Successful candidates also demonstrate the ability to interpret academic policy and provide equitable support to a diverse student body.

Who does an Academic Counselor work with in an institution?

An Academic Counselor works as a bridge between students and the broader institutional structure. They collaborate closely with faculty members and department chairs to understand curriculum changes, with the Registrar's office to resolve registration issues, and with financial aid or student life departments to ensure students are fully supported. They serve as a primary point of contact for students from enrollment through graduation.

Why is the role of an Academic Counselor important for student success?

The Academic Counselor is instrumental in driving student retention and on-time graduation by preventing unnecessary course enrollment and providing early interventions for academic difficulty. By acting as a guide, they reduce the 'hidden curriculum' burden on students, ensuring they understand requirements and university resources. This supportive role is fundamental to the overall academic health and institutional performance of the university.