The School of Marine and Atmospheric Sciences at Stony Brook University is accepting applications for an Academic Advisor to support students in our undergraduate programs.

Brief Description of Duties:
The SoMAS Undergraduate Academic Advisor will provide individual academic advising support to students majoring or minoring in any of the School of Marine and Atmospheric Sciences (SoMAS) degree programs. Therefore, selecting someone that has experience working with and maintaining confidential information in addition to having experience interacting with individuals at various levels within an institution and the general public is necessary.

The Advising Assistant will be an active leader and participant in assisting with recruiting and orientation activities as well as organizing SoMAS advising events that involve faculty, staff and student constituents. As a result, the selected candidate must have strategic and analytical thinking skills with an ability to diagnose problems and propose solutions. The Advising Assistant will provide a significant link between faculty and students during their SBU academic experience, and serves to strengthen student satisfaction and retention, as well as degree progress and graduation rates.

The selected candidate will have excellent customer service and interpersonal skills, exercising strong organizational and time-management skills with an exceptional attention to detail. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving. Also helpful is having experience interacting with a culturally and ethnically diverse population.

Academic Advising: Provide high quality, pro-active academic advising to all students, including transfer students, majoring or minoring in a SoMAS degree program[s]. Such advising will occur in individual and group settings, as a walk-in or on an ongoing monitoring basis, and will include regular communication about courses, prerequisites, transfer equivalencies, majors, degree requirements, and academic rules, regulations, deadlines and changes in policy. Monitor course enrollment and academic progress. Review academic progress in Degreeworks. Develop advising materials (e.g., requirement checklists). Take the lead on student orientation events, advise incoming students at campus Orientation events and with the process of Registration. Develop and implement advising success strategies for students in academic jeopardy. Facilitate programs that build connections among faculty, staff, and student constituents. Maintain and update SOMAS Transfer Course Articulation spreadsheets to include the files of syllabi of courses from other institutions that have been evaluated for transfer credit. Track students’ completion of Upper Division Writing Requirement.

Faculty Support: Obtain faculty permission and implement permissions for courses and sections requiring consent (course equivalency authorizations, wait list and course retake approvals and petitions, research, internships, TA, etc.) Facilitate the grade change process for both students and instructors, monitor incomplete grades and ensure timely submission of changes, serve as authorized signatory for SoMAS for grade changes. Facilitate declaration process for all SoMAS programs. Work with instructors to ensure all final grades are submitted within timeline set forth by Registrar. Work with students for internship and research experiences with faculty advisors.

Program Support: Assist with activities related to advising and/or attracting prospective students for academic programs, including Admitted Students Day, and Red Carpet Day. Assist with departmental and classroom scheduling and utilize 25Live for class or meeting pattern changes. Coordinate the online teaching evaluations in Faculty Center System. Post notices/documents to Blackboard. Maintain and update undergraduate Alumni database with contact information for outreach. Responsible for updating all undergraduate departmental forms. Maintain transfer articulation listing with Advising. Assist with activities relating to Commencement ceremonies, and other special events as needed. Assist the Education Programs Office Manager and Office Coordinator on special projects as needed. Support SoMAS faculty and staff efforts in the development of additional online course offerings.

Liaison: Serve as liaison between faculty advisors in SoMAS and other student-centered support offices including the Freshmen Colleges, the offices of Academic and Transfer Advising Services and Pre-Professional Advising, the Career Center, and WISE, EOP/AIM, S-STEP and other programs for students. Refer SoMAS students who are in need of counseling and/or other services to appropriate campus resources and services; Refer SOMAS student to Financial Aid with TAP concerns that impact registration. Refer SOMAS students to Registrar for resolution of degree audit errors prior to graduation. Refer SoMAS students to the Transfer Advising Office as needed.

Other duties or projects as assigned as appropriate to rank and department mission such as provide office support, as needed, to the Sustainability Office and SoMAS: Provide assistance to students (walk-in, email and telephone); Distribute mail and notify faculty of package deliveries; Liaise with SoMAS main office staff on School-wide issues; Oversee copy machine maintenance contract and repairs. Assist with placing Wolfmart orders as needed for office supplies.

Required Qualifications (as evidenced by an attached resume):
Bachelor’s degree (foreign equivalent or higher). One (1) year of full-time experience with student-centered support activities such as academic advising, admissions, and/or orientation programs or other similar student development programs within a higher-education/academic environment. Experience and proficiency in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint, etc.).

Preferred Qualifications:
Graduate degree (or foreign equivalent) in higher education, student affairs, counseling, or in any area of environmental, marine, atmospheric science or related field. Experience working with one or more of the following computer systems: Degreeworks, PeopleSoft, Nolijweb, Oracle, Wolfmart, SBU Reporting, SOLAR, 25Live. Google Apps experience (Calendar, drive, email, documents etc.).

Further information about this position including how to apply can be found through Stony Brook Jobs: (Ref. # 1900875).

For more information about SoMAS, please visit

Special Notes:

This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation.  If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at

Stony Brook University will be 100% tobacco-free starting January 1, 2016. See our policy and learn more at

About Stony Brook:

Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island’s scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollack House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.

Stony Brook University is an Affirmative Action/Equal Opportunity employer. We encourage protected veterans, individuals with disabilities, women, and minorities to apply.

If you need a disability-related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350. It can also be viewed online at the University Police website at

Official Job Title: Academic Advisement Assistant
Job Field : Administrative & Professional (non-Clinical)
Primary Location : US-NY-Stony Brook
Department/Hiring Area: School of Marine and Atmospheric Sciences-Stony Brook University
Schedule : Full-time
Shift : Day Shift Shift Hours: 8:30 a.m. – 5:00 p.m Pass Days: Sat, Sun
Posting Start Date : Apr 2, 2019
Posting End Date : May 2, 2019, 11:59:00 PM
Salary: Commensurate with experience within the range of $44,000-$50.000.
Salary Grade: SL2
Appointment Type: Term


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