Assistant Director of Academic Affairs - The Graduate School
University at Albany, Albany, NY, United States
Overview
Assistant Director of Academic Affairs - The Graduate School Established in 1844 and designated a University Center of the State University of New York in 1962, the University at Albany's broad mission of excellence in undergraduate and graduate education, research, and public service engages a diverse student body of more than 17,000 students in nine schools and colleges across three campuses. Located in Albany, New York, New York State's capital, the University is convenient to Boston, New York City, and the Adirondacks. Job Description: The Graduate School seeks to hire an Assistant Director of Academic Affairs. The Academic Affairs division encompasses three key areas: records and registration, degree conferral and outcomes, academic progress and student support. This position will be responsible for student records maintenance, data integrity compliance, and assistance with degree clearance, for the Graduate School.
Primary Responsibilities
Records processing and related functions
Research and process requests for transfer credit/advanced standing; utilize AACRAO Edge to research international institutions, grading, and degree information related to the processing of transfer credit/advanced standing; research course catalogs and bulletins from domestic institutions; make determinations regarding the award of credits.
Reviewing and processing combined undergraduate/graduate credit processing. Monitor and manually post credits for combined undergraduate/graduate students each semester. Conduct semesterly reviews for undergraduate students enrolled in graduate level courses.
Reviewing and processing program withdrawals, medical withdrawals, doctoral leave of absence, doctoral continuous registration review, and statute extension requests. Manage the program withdrawal review process and facilitate program changes via exception with the academic departments.
Run queries and transcripts in PeopleSoft to assist with academic affairs processes (admission to candidacy, dissertation and thesis approvals). Perform weekly/monthly academic affairs data reconciliation and review (query data in PeopleSoft to review and correct information related to academic affairs duties).
Degree clearance related functions
Process degree audit exception forms received (course waivers, substitutions).
Assist with the graduate degree conferral process (clearance and pre-clearance review).
Process admission deficiency information for upcoming students, manage student groups and IAS process, and update degree audit requirements to reflect deficiencies.
Process supplemental program applications. Utilize Touchnet/Marketplace to process orders. Communicate with academic departments, Student Accounts, and the student. Utilize OnBase to save documentation.
Retrieve student records information via OnBase to facilitate Graduate School services.
Process requests for information concerning graduate students (e.g., background investigations, degree verification letters, and individual student requests for academic information).
Generate correspondence and maintain files pertaining to graduate program registration actions, student transfer credit/academic standing, and withdrawals. Prepare mailings to students and departmental faculty/staff. OnBase filing.
Use University systems to conduct duties: UAchieve, EAB, IAS, Slate, OnBase, AACRAO Edge, Scholars Archive/BePress.
Represent the University professionally and ethically at events, conferences and meetings supporting recruitment, retention, and graduation of graduate students.
Respond to inquiries from and communicate with students, faculty, alumni, and other stakeholders in a consistently professional and timely manner.
Other reasonable duties as assigned.
Functional and Supervisory Relationships
Reports to Associate Director of Academic Affairs
Supervises the following positions: None
Job Requirements
Excellent attention to detail, customer service, interpersonal, presentation, oral, and written communication skills.
Familiarity with reviewing and analyzing data is key in this position.
Proficiency with Microsoft Office and proven ability to learn and use new technology, including university systems.
Ability to develop inclusive and equitable relationships within a diverse campus community.
Ability to support diversity, equity, access, inclusion, and belonging relative to the role.
Minimum Qualifications
A bachelor's degree from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
2 to 3 years of experience in higher education or education administration.
Demonstrated experience with university systems, structures, credentials, or student services.
Preferred Qualifications
A master's degree from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
3 to 5 years of professional experience in higher education.
Experience with student information systems, such as PeopleSoft, uAchieve, EAB, and Business Intelligence, or related software.
Experience working with a graduate student population or graduate student records.
Typical office environment.
Additional Information This is a promotional opportunity for current UAlbany employees.
Eligibility for Consideration
You must be employed at the University at Albany campus.
You must be in a State-funded UUP professional position (MC employees are not eligible).
You must have a permanent, term, or probationary appointment. Only temporary employees employed by UAlbany for three or more consecutive years can be considered eligible.
For details concerning the University's Promotion Policy for Professional Employees, please see HR Memorandum 88-4.
Professional Rank and Salary Grade:
Senior Staff Assistant, SL3, $57,151 to $60,000.
Special Note: Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements. Also, UAlbany is not an E-Verify employer.
The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link: http://police.albany.edu/ASR.shtml
Pursuant to NYS Labor Law 194-A, no State entity, as defined by the Law, is permitted to rely on, orally or in writing seek, request, or require in any form, that an applicant for employment provide current wage or salary history as a condition to be interviewed or considered for an offer of employment, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.
EO/AA/IRCA/ADA Employer
Applicants MUST submit the following documents:
Resume
Cover letter stating all required minimum qualifications and any applicable preferred qualifications
List of 3 professional references with e-mail addresses and telephone numbers
Note : After submitting your resume, the subsequent pages give you instructions for uploading additional documents (i.e., cover letter, etc.).
See the FAQ for using our online system. Please contact us if you need assistance applying through this website.
Returning Applicants
- Login to your UAlbany Careers Account to check your completed application.
Closing date for receipt of applications:
April 6, 2026.
#J-18808-Ljbffr
Assistant Director of Academic Affairs - The Graduate School Established in 1844 and designated a University Center of the State University of New York in 1962, the University at Albany's broad mission of excellence in undergraduate and graduate education, research, and public service engages a diverse student body of more than 17,000 students in nine schools and colleges across three campuses. Located in Albany, New York, New York State's capital, the University is convenient to Boston, New York City, and the Adirondacks. Job Description: The Graduate School seeks to hire an Assistant Director of Academic Affairs. The Academic Affairs division encompasses three key areas: records and registration, degree conferral and outcomes, academic progress and student support. This position will be responsible for student records maintenance, data integrity compliance, and assistance with degree clearance, for the Graduate School.
Primary Responsibilities
Records processing and related functions
Research and process requests for transfer credit/advanced standing; utilize AACRAO Edge to research international institutions, grading, and degree information related to the processing of transfer credit/advanced standing; research course catalogs and bulletins from domestic institutions; make determinations regarding the award of credits.
Reviewing and processing combined undergraduate/graduate credit processing. Monitor and manually post credits for combined undergraduate/graduate students each semester. Conduct semesterly reviews for undergraduate students enrolled in graduate level courses.
Reviewing and processing program withdrawals, medical withdrawals, doctoral leave of absence, doctoral continuous registration review, and statute extension requests. Manage the program withdrawal review process and facilitate program changes via exception with the academic departments.
Run queries and transcripts in PeopleSoft to assist with academic affairs processes (admission to candidacy, dissertation and thesis approvals). Perform weekly/monthly academic affairs data reconciliation and review (query data in PeopleSoft to review and correct information related to academic affairs duties).
Degree clearance related functions
Process degree audit exception forms received (course waivers, substitutions).
Assist with the graduate degree conferral process (clearance and pre-clearance review).
Process admission deficiency information for upcoming students, manage student groups and IAS process, and update degree audit requirements to reflect deficiencies.
Process supplemental program applications. Utilize Touchnet/Marketplace to process orders. Communicate with academic departments, Student Accounts, and the student. Utilize OnBase to save documentation.
Retrieve student records information via OnBase to facilitate Graduate School services.
Process requests for information concerning graduate students (e.g., background investigations, degree verification letters, and individual student requests for academic information).
Generate correspondence and maintain files pertaining to graduate program registration actions, student transfer credit/academic standing, and withdrawals. Prepare mailings to students and departmental faculty/staff. OnBase filing.
Use University systems to conduct duties: UAchieve, EAB, IAS, Slate, OnBase, AACRAO Edge, Scholars Archive/BePress.
Represent the University professionally and ethically at events, conferences and meetings supporting recruitment, retention, and graduation of graduate students.
Respond to inquiries from and communicate with students, faculty, alumni, and other stakeholders in a consistently professional and timely manner.
Other reasonable duties as assigned.
Functional and Supervisory Relationships
Reports to Associate Director of Academic Affairs
Supervises the following positions: None
Job Requirements
Excellent attention to detail, customer service, interpersonal, presentation, oral, and written communication skills.
Familiarity with reviewing and analyzing data is key in this position.
Proficiency with Microsoft Office and proven ability to learn and use new technology, including university systems.
Ability to develop inclusive and equitable relationships within a diverse campus community.
Ability to support diversity, equity, access, inclusion, and belonging relative to the role.
Minimum Qualifications
A bachelor's degree from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
2 to 3 years of experience in higher education or education administration.
Demonstrated experience with university systems, structures, credentials, or student services.
Preferred Qualifications
A master's degree from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
3 to 5 years of professional experience in higher education.
Experience with student information systems, such as PeopleSoft, uAchieve, EAB, and Business Intelligence, or related software.
Experience working with a graduate student population or graduate student records.
Typical office environment.
Additional Information This is a promotional opportunity for current UAlbany employees.
Eligibility for Consideration
You must be employed at the University at Albany campus.
You must be in a State-funded UUP professional position (MC employees are not eligible).
You must have a permanent, term, or probationary appointment. Only temporary employees employed by UAlbany for three or more consecutive years can be considered eligible.
For details concerning the University's Promotion Policy for Professional Employees, please see HR Memorandum 88-4.
Professional Rank and Salary Grade:
Senior Staff Assistant, SL3, $57,151 to $60,000.
Special Note: Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements. Also, UAlbany is not an E-Verify employer.
The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link: http://police.albany.edu/ASR.shtml
Pursuant to NYS Labor Law 194-A, no State entity, as defined by the Law, is permitted to rely on, orally or in writing seek, request, or require in any form, that an applicant for employment provide current wage or salary history as a condition to be interviewed or considered for an offer of employment, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.
EO/AA/IRCA/ADA Employer
Applicants MUST submit the following documents:
Resume
Cover letter stating all required minimum qualifications and any applicable preferred qualifications
List of 3 professional references with e-mail addresses and telephone numbers
Note : After submitting your resume, the subsequent pages give you instructions for uploading additional documents (i.e., cover letter, etc.).
See the FAQ for using our online system. Please contact us if you need assistance applying through this website.
Returning Applicants
- Login to your UAlbany Careers Account to check your completed application.
Closing date for receipt of applications:
April 6, 2026.
#J-18808-Ljbffr