Academic Records Assistant – Northwestern University

Full Time @ Jobs in Qatar Sector: Education, Teaching & Training
  • Doha, Qatar View on Map
  • Date Posted : January 12, 2022
  • Salary: Negotiable
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About the job

Department: NUQ Academic Affairs

Salary/Grade: EXS/N9

Job Summary

The Academic Advising office is a professional office setting for undergraduate students who seek advising from academic advisers. The Academic Advising Assistant is an integral member of the Academic Advising office team, serving as one of the initial representatives of our department. The academic advising assistant assists the academic advisers with various administrative duties affiliated with students, student planning and guidance, faculty, and courses.

The Academic Advising Assistant must maintain the highest principles of ethical behavior in the use of technology and information including but not limited to student grades, degree progress, personal and private student information. The Academic Advising Assistant must also ensure that confidentiality is maintained for all records, communication, and information disclosed in individual academic advising sessions.

Specific Responsibilities

  • Reconcile advisees’ status sheets with unofficial record obtained from SES
  • Match academic advising documents including confidential academic records to student’s SES account and upload documents to advising platform
  • Obtain, organize and match course descriptions, syllabi, and other information related to prospective study abroad or incoming transfer courses. Shepherding process for course content evaluation to academic directors.
  • Schedule student appointments with academic advisers and manage calendar for academic advisers
  • Prepare outgoing cross-registration document including outgoing cross-registration spreadsheets summer, fall, spring. Compile approved (for NU-Q students) cross-registration course descriptions for host partner/ host universities
  • Update detailed course information sheet for summer, fall, and spring including details regarding how each course can be used to satisfy various NU-Q major, minor, distribution, free elective and elective degree requirements for each catalog year.
  • Process required administrative paperwork and reports necessary to document advising services provided.
  • Provide reception services, including scheduling advisee and advisor appointment using MS Outlook.
  • Locate desired information and materials, typing, collating, or otherwise assisting in preparation of documents
  • Preparing and proofreading correspondence, reports, and other documents as requested
  • Undergraduate Academic Guide for advisees – proofing, editing
  • Create hard copy, pdf or web-ready forms and informational material (including promotional material) for academic advising. E.g. sample schedules for advisees, information charts, and academic support material
  • Information organization (research sources and gather information)
  • Create social media and web presence for academic advising. Set up and help maintain content for academic advising web pages
  • Coordinates events which may include scheduling rooms & arranging for routine material, technology & refreshments
  • Maintains inventory and orders supplies


  • Performs other duties as assigned.

Minimum Qualifications

  • High School diploma
  • 2 years work experience in an office environment performing administrative or clerical activities.

Minimum Competencies: (Skills, knowledge, and abilities.)

  • Proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel.
  • Proficiency in using MS Outlook to schedule appointments, reserve rooms and resources.
  • Ability to learn SES (student information system) and other applications to run transcripts, class rosters, student schedules and obtain, save and share relevant information.
  • Ability to learn and use office equipment.
  • Ability to proof-read (for spelling and grammar) documents written in English.
  • Exceptional communication skills including written communication.
  • Ability to work both autonomously and with a team.
  • Reliable, punctual, conscientious, and exercises good judgment.
  • Flexibility and ability to multi-task

Preferred Qualifications

  • 2 years of administrative support or other relevant experience in higher education.
  • Experience working with diverse student populations in higher education.

Preferred Competencies: (Skills, knowledge, and abilities)

  • Fluency in Arabic
  • Social media application skills.
  • Presentation software skills.
  • Ability to problem solve, work independently, and manage multiple tasks/projects at one time.

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