Administrative and Advising Specialist

Saint Mary’s College is seeking an organized, student-focused professional to provide comprehensive academic advising and program coordination for undergraduate nursing students from admission through graduation. This position supports student success by monitoring academic progression, coordinating advising initiatives, managing academic records and compliance requirements, and collaborating with faculty and campus partners.

The Academic Advisor will serve as a primary resource for nursing students and support key departmental processes and events. The position will also assist with the needs of the graduate nursing program in collaboration with the graduate advisor and support the operational needs of the Department of Nursing Science.

The position reports directly to the Director of the Department of Nursing Science.

• Bachelor’s degree.


• Excellent oral and written communication skills.


• Ability to maintain confidentiality, exercise discretion, and work collaboratively with students, faculty, staff, and other College constituencies.


• Ability to work independently and exercise sound judgment.


• Demonstrated ability to work effectively with students.


• Strong interpersonal communication skills and the ability to work with diverse populations.


• Strong organizational, planning, and coordination skills.


• Demonstrated experience working with databases and spreadsheets.


• Service-oriented attitude.


• Understanding of and commitment to the mission of Saint Mary’s College.

• Master’s degree preferred.


• Prior experience in academic advising preferred.


• Experience with student information systems, including Banner.


• Experience with degree audit systems, including Stellic.


• Experience with academic and clinical management platforms such as Typhon, HESI, CastleBranch, ExamSoft, and Qualtrics.

• Provide academic advising to undergraduate nursing students, including summer advising for first-year students.


• Manage documentation for pre-licensure students in the BSN and MSN programs.


• Monitor undergraduate nursing students’ degree progress and academic progression.


• Advance register undergraduate nursing majors.


• Support student success through academic intervention, retention efforts, and referrals to appropriate campus resources.


• Refer students to appropriate College resources and collaborate with the Admission, Progression, and Graduation Committee.


• Keep students informed of degree requirements, academic policies, and program expectations through individual and group advising and classroom visits as appropriate.


• Work closely with department chairs, the Registrar, Student Academic Services, and other campus departments.


• Facilitate transfer course approvals.


• Sign major declaration forms and degree petition forms on behalf of the Department Chair, as authorized.


• Apply departmental and institutional academic policies and procedures.


• Assist with departmental administrative duties as assigned.


• Represent the Department of Nursing Science at on-campus recruitment events, including Meet Me at the Avenue and Spring Day on Campus.


• Assist faculty with planning and coordinating major departmental events, including the Dedication Ceremony and Hooding, Pinning & Honors Ceremony.


• Assist with planning course sections for the Registrar each semester.


• Assist with graduate program needs in collaboration with the graduate advisor.


• Perform other duties as assigned.

Full-time, 12-month position.

Applicants must be legally authorized to work in the United States at the time of hire and must not require visa sponsorship from the College, either now or in the future.