Academic Advising Support Specialist

Highland-Community-College; Highland (KS); On-site; USD 42,000 - 56,000; Full time

Job summary

Highland-Community-College seeks an Academic Advising Support Specialist to provide administrative, operational, and student-facing support to the Advising Office. The role includes testing and proctoring, appointment scheduling, student communication, and general advising operations.

The position serves as a first point of contact for students, faculty, staff, and community members, helping navigate college processes and ensuring coordinated, confidential support in a welcoming environment.

Qualifications

• Associate degree preferred; equivalent combination of education and relevant administrative or customer service experience may be considered.
• Strong verbal and written communication skills are required.
• Proficiency with Microsoft Office applications (Word, Excel, Outlook) is expected.

Responsibilities

• Coordinate and administer placement testing and testing services with attention to security and confidentiality.
• Schedule and maintain advising appointments and calendars; assist with events and outreach.
• Serve as initial point of contact for students, faculty, and staff; provide accurate information and direct to appropriate resources.

Skills

Verbal communication

Written communication

Microsoft Office

Organizational skills

Attention to detail

Education

Associate degree

Tools

Scheduling software

Testing software

Job description

The Academic Advising Support Specialist provides administrative, operational, and student-facing support to the Advising Office. This position assists with testing and proctoring services, appointment scheduling, student communication, and general advising operations. The individual serves as an initial point of contact for students, faculty, staff, and community members seeking information about academic advising, testing services, and related student support resources.The position plays an important role in creating a welcoming, organized, and student-centered environment by helping students navigate college processes, connecting them with appropriate resources, and ensuring the efficient coordination of advising and testing services.ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.1. Testing and Proctoring ServicesCoordinate and administer placement testing, institutional assessments, and other approved testing services.Schedule and oversee testing appointments for prospective and current students.Provide test instructions, monitor testing environments, and maintain testing security and confidentiality.Assist with coordinating accommodations for students requiring approved testing adjustments.Maintain testing records, documentation, and reporting requirements.Communicate testing requirements, deadlines, and results to students and appropriate college personnel.Ensure testing equipment, software, and materials are prepared and maintained.2. Academic Advising Support and SchedulingSchedule academic advising appointments and assist with maintaining advising calendars.Coordinate appointments between students, academic advisors, and other college personnel.Assist with organizing advising events, registration periods, and student outreach activities.Provide general information regarding advising procedures, registration timelines, academic calendars, and college resources.Assist students with navigating Self-Service and other college systems.Maintain accurate student appointment records and advising-related documentation.3. Student Communication and Customer ServiceServe as an initial point of contact for students, parents, faculty, and staff contacting the Advising Office.Respond to general questions through phone calls, email, and in-person interactions.Provide accurate information regarding college processes and direct students to the appropriate department or staff member when additional assistance is needed.Assist students in understanding next steps related to enrollment, registration, placement testing, and academic advising.Promote a welcoming and supportive environment focused on student success and retention.4. Administrative and Office SupportAssist with maintaining student records, databases, spreadsheets, and office documentation.Prepare correspondence, reports, and other administrative materials as needed.Monitor office supplies, testing materials, and equipment.Assist with special projects and initiatives related to student services, enrollment, and retention.Maintain confidentiality of student information and comply with FERPA and institutional policies.Provide general administrative support to the Advising Office and Student Affairs leadership.5. Student Success and Retention SupportHelp identify students who may need additional assistance navigating college processes.Connect students with appropriate campus resources, including financial aid, admissions, disability services, tutoring, and student support programs.Assist with student outreach and follow-up efforts related to registration, advising appointments, and other student success initiatives.Support college initiatives designed to improve student engagement, persistence, and completion.QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Minimum QualificationsAssociate degree preferred; equivalent combination of education and relevant administrative or customer service experience may be considered.Experience working in an office, educational environment, or customer service setting preferred.Strong verbal and written communication skills.Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.Ability to learn and navigate student information systems, scheduling platforms, and testing software.Strong organizational skills and attention to detail.Preferred QualificationsExperience working in higher education, academic advising, admissions, testing, or student services.Familiarity with student information systems and online testing platforms.Knowledge of FERPA and student record confidentiality requirements.Experience assisting students with enrollment, registration, or academic processes.Knowledge, Skills, and AbilitiesDemonstrates a student-centered approach and commitment to student success.Ability to communicate effectively with students from diverse backgrounds.Strong organizational, time-management, and problem-solving skills.Ability to manage multiple responsibilities and competing priorities.Maintains professionalism, confidentiality, and sound judgment.Ability to work independently while contributing to a collaborative team environment.Demonstrates patience, flexibility, and a positive approach to assisting students.Ability to recognize when student questions require referral to another department or college administrator.Working ConditionsPrimarily office-based work with regular interaction with students, faculty, staff, and visitors.May require occasional evening or weekend hours to support testing, registration, orientation, or other college events.Must be able to manage periods of increased activity during registration, enrollment, and testing periods.PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is frequently required to talk or hear; walk; use hands to finger, handle or feel; reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds.WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The noise level in the work environment is usually moderate, but may be loud on occasion.