Academic Program Assistant Jobs in Virginia (NOW HIRING)

The Academic Advisor serves as a primary point of contact for graduate students enrolled in the Master’s in Counseling program and reports directly to the Program Director. This position provides comprehensive academic advising, supports students through program milestones and fieldwork requirements, monitors enrollment and progression patterns, and contributes to student retention and success initiatives. The Academic Advisor works collaboratively with faculty, program leadership, and university partners to cultivate an encouraging, student-centered environment consistent with professional counseling standards and the institution’s mission.

1. Academic Advising & Student Support

• Provide individualized, developmentally appropriate academic advising to counseling students from matriculation through graduation.

• Assist students in course planning, registration, understanding program requirements, and navigating academic policies.

• Conduct proactive outreach to students experiencing academic, personal, or logistical challenges and facilitate referrals to appropriate support services.

• Maintain regular communication with advisees through email, video conferencing, and scheduled advising sessions.

2. Fieldwork Preparation & Compliance Support

• Support students in understanding fieldwork prerequisites, timelines, and documentation requirements.

• Assist with tracking completion of background checks, liability insurance, prerequisite coursework, and other programmatic requirements.

• Provide guidance on preparing applications to clinical sites, drafting resumes, and communicating professionally with site supervisors.

• Coordinate with the Director of Training and Internship to ensure student placements meet accreditation and program requirements.

• Maintain accurate developmental records of students’ progress toward practicum and internship eligibility.

3. Enrollment Management & Data Tracking

• Monitor student movement through the program, including start dates, leaves of absence, pacing, clinical course eligibility, and graduation timelines.

• Utilize student information systems to track registrations, course loads, retention indicators, and progression trends.

• Generate regular reports for program leadership regarding enrollment patterns, risk indicators, and retention metrics.

• Identify students at risk for attrition and collaborate with faculty and support teams to implement intervention strategies.

• Assist with section planning and scheduling to accommodate student movement through the program.

4. Retention & Student Success Initiatives

• Implement proactive advising strategies that promote persistence and academic success, including early alerts and individualized success planning.

• Contribute to orientation programming, student workshops, and professional development events.

• Maintain strong, supportive relationships with students to foster belonging, motivation, and engagement in the program.

• Participate in assessment and continuous-improvement initiatives that support student retention and program quality.

5. Collaboration & Administrative Support

• Partner with faculty, fieldwork staff, admissions personnel, and academic administration to support student progression.

• Participate in program meetings, data reviews, and accreditation-related activities as assigned.

• Assist with updating advising materials, student handbooks, and fieldwork resources to ensure clarity and consistency.

• Support initiatives that strengthen the culture of student care and uphold the professional values of the counseling field.

QUALIFICATIONS

Required:

Experience: 1-2 years of experience working in a college/university environment (registrar, admissions, financial aid, academic department office, student services)

• Demonstrated knowledge of Academic Advising, Student Retention, Data Tracking, and other related skills.
• Education: Master’s degree in Counseling, Higher Education, Student Affairs, Psychology, Social Work, or a related field.
• Membership: None.
• Professional Knowledge:
  • Knowledge of graduate counseling programs, including professional expectations and training requirements.
  • Strong interpersonal communication skills with the ability to support diverse student populations.
  • Ability to manage multiple tasks, track detailed information, and work effectively in a fast-paced environment.
• Professional Skills:
  • Student-centered advising philosophy
  • Strong organizational and data-tracking skills with a high proficiency with technology and use of tools
  • Professional communication and conflict-resolution abilities
  • Ability to build rapport and maintain appropriate boundaries
  • Focus on retention, ensuring proper scheduling, and meeting student needs

Preferred:

• Experience working within a CACREP-accredited counseling program.
• Demonstrated experience in academic advising, student support services, or program coordination in a higher-education environment.
• Familiarity with practicum and internship processes in mental health or school counseling settings.
• Proficiency with student information systems and retention management tools.
• Experience providing advising or guidance to graduate or adult learners.
• Background in counseling, case management, or student success initiatives.

Duties and Responsibilities (% Effort)

Academic Advising & Student Support (25%) Fieldwork Preparation & Compliance Support (25%) Enrollment Management & Data Tracking (15%) Retention & Student Success Initiatives (15%) Collaboration & Administrative Support (10%)

Other Duties as Required or Assigned (5%) Total effort (100%)

Based on the Catholic identity and mission of Divine Mercy University, we only employ persons who demonstrate openness and respect for the Roman Catholic Church and its institutions and who have a sincere interest in advancing DMU’s mission within the Church.

NONDISCRIMINATION STATEMENT: Committed to the teaching of Vatican Council II that every type of discrimination, whether social or cultural, whether based on sex, race, color, social condition, language or religion, is to be overcome and eradicated as contrary to God's intent (Gaudium et Spes, 29), DMU encourages applications from people of all ages, races, ethnicities, nationalities, women, men, veterans and those with disabilities.