Assistant Director of Academic Affairs - Graduate School

Location: Albany, NY Category: Professional Job Type: Full-time Posted On: Mon Mar 23 2026

Job Description: The Graduate School seeks to hire an Assistant Director of Academic Affairs. The Academic Affairs division of the Graduate School 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.

• 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 People Soft to assist with academic affairs processes (admission to candidacy, dissertation and thesis approvals). Conduct weekly/monthly academic affairs data reconciliation and review (query data in People Soft 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, 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 that support recruitment, retention, and graduation of graduate students.
  • Respond to inquiries from and communicate to students, faculty, alumni and other stakeholders with a consistently professional demeanor and in a timely manner.
• Other reasonable duties as assigned.

• Reports to:
  
  Associate Director of Academic Affairs
• Supervises:
  None

• Excellent attention to detail, customer service, interpersonal, presentation, oral, and written communication skills.
• Familiarity with reviewing and analyzing data.
• 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.

• 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.

• 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 People Soft, uAchieve, EAB, and Business Intelligence, or related software.
• Experience working with a graduate student population or graduate student records.

• Typical office environment

Additional Information:

• 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…