Advising Operations & Training Specialist

Job Description The Advising Operations & Training Specialist is responsible for student advising and retention support, advisor training and development coordination, advising program data and analytics management, and best practice operational support. The incumbent will provide student advising, identify resources for referral, lead instruction-based programs, facilitate training, and support data analysis for academic advising. They will be responsible for creating, evaluating, and improving training materials, media, and system user efficiencies and skillsets. The incumbent will possess in-depth knowledge of each software system and scope within the Power Bl Advising Smart distributed system and can facilitate real-time data interpolation/extrapolation as required in each platform for analysis. Responsibilities1. Advisor Training & Development (30%) Assist in developing, implementing, and facilitating comprehensive training programs for academic advisors across the university, ensuring alignment with NACADA standards and institutional best practices. Design and deliver microlearning modules to address specific advising skills or topics to promote continuous professional growth. Regularly evaluate and improve training materials, ensuring they reflect current best practices in academic advising. Collaborate with the Assistant Director to align training programs with institutional goals for student success and retention. Manage and coordinate advising-related events (e.g., workshops, awards, or information sessions) to foster advisor engagement and development. 2. Advising Operations and Continuous Improvement (20%) Support the Assistant Director in continuously enhancing advising practices by collecting feedback from advisors, students, and stakeholders. Conduct regular reviews of advising operations and training practices to ensure they align with the evolving needs of students and advising goals. Identify areas for improvement in advising practices and provide recommendations to the Assistant Director to support continuous improvement and operational efficiency. Ensure that all advising processes remain responsive to both advisor and student needs, focusing on best practices and student-centered approaches. 3. Process Standardization & Policy Alignment (20%) Support the Assistant Director in continuously enhancing advising practices by collecting feedback from advisors, students, and stakeholders. Conduct regular reviews of advising operations and training practices to ensure they align with the evolving needs of students and advising goals. Identify areas for improvement in advising practices and provide recommendations to the Assistant Director to support continuous improvement and operational efficiency. Ensure that all advising processes remain responsive to both advisor and student needs, focusing on best practices and student-centered approaches. 4. Advising Tools & Systems Support (15%) Maintain expertise in advising technologies (e.g., DegreeWorks, Banner, Maxient, Advising Smart). Collaborate with the Assistant Director to review and evaluate the effectiveness of advising tools and systems, ensuring alignment with advising goals. Provide feedback on system functionalities and recommend improvements to ensure the tools are supporting effective advising practices. 5. Building Collaborative Relationships (5%) Foster positive relationships with key stakeholders across the university (e.g., University Registrar, Financial Aid, Student Accessibility Services) to ensure coordinated advising efforts. Participate in university events and initiatives that promote advising as a critical element of student success and retention. Work collaboratively with other campus units to enhance advising resources, tools, and training opportunities for academic advisors. 6. Reporting & Evaluation (5%) Collect information and review training outcomes and advising practices to the Assistant Director. Prepare reports and presentations related to advising activities, outcomes, and student success metrics. Contribute to assessments of the effectiveness of training programs, making recommendations for adjustments as needed. Other Duties (5%) Perform duties as assigned. QualificationsMinimum Qualifications: This position requires a Bachelor's degree in Communication, Education, Adult Education, or equivalent with one year of experience in a professional training position; or a Master's degree in the same field. Certain grants and programs may also have specific education and/or certification requirements specific to the subject matter area of the program. Degree Equivalency Clause: • Senate Bill 1310- The Florida Senate (is conditional upon meeting all employment eligibility requirements in the U.S. • SB 1310: Substitution of Work Experience for Postsecondary Education Requirements • A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed: • (a) Two years of direct experience for an associate degree; • (b) Four years of direct experience for a bachelor's degree; • (c) Six years of direct experience for a master's degree; • (d) Seven years of direct experience for a professional degree; or • (e) Nine years of direct experience for a doctoral degree • Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment. • Minimum Qualifications that require a high school diploma are exempt from SB 1310. Preferred Qualifications: Experience in Learning Design, K-16, and academic technology such as Canvas, Slate, Banner, Degree Works, etc. Preferred Master's Degree and experience with Confluence and Articulate software. About Us Working at USF With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF's rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida's best large employers, ranked No. 1 among the state's 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts. About USF The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF's Division I athletics teams compete in the American Athletic Conference. Learn more at Compliance and Federal Notices This position may be subject to a Level 1 or Level 2 criminal background check. Applicants have rights under Federal Employment Laws: The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. Family and Medical Leave Act (FMLA) Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process. Equal Employment Opportunity The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. This job description does not constitute an employment contract.

Created: 2026-03-04