- You will learn the specific education and experience employers expect for academic advisors.
- You will get a clear, step-by-step path from coursework to your first advising job.
- You will learn practical ways to build advising skills through paid and volunteer roles.
- You will gain interview and first-90-day tactics to start strong and grow in the role.
If you are wondering how to become a academic advisor, this guide walks you through each concrete step from researching the role to succeeding in your first months on the job. You will get actionable tasks, examples of roles to pursue, and tips for applications and interviews so you can move forward with confidence. Expect realistic timelines and hands-on suggestions you can start today.
Step-by-Step Guide
Research the academic advisor role and employers
Learn what academic advisors actually do and why the role matters for students and institutions. Academic advisors help students choose courses, develop degree plans, connect to campus resources, and stay on track to graduate, so understanding daily tasks helps you decide if this is a fit.
Talk to current advisors and read real job postings to compare responsibilities at community colleges, four-year colleges, and specialty programs. Note recurring requirements such as counseling skills, experience with degree audit systems, and caseload size so you can target your preparation.
Expect variation between institutions, and avoid assuming all advising jobs are the same. If you only read one job posting you might miss key differences like a focus on career advising, remediation, or transfer students, so collect at least five sample postings to map common expectations.
- Shadow an advisor for a day and take notes on the tasks they perform and the software they use.
- Save five job postings from different schools and highlight repeated skills and credentials.
- Ask for a 15-minute informational interview to learn about caseloads and typical daily schedules.
Get the right education and credentials
Most entry-level advising jobs require a bachelor’s degree, and many mid-level positions prefer a master’s in counseling, higher education, or student affairs. Relevant coursework includes student development theory, counseling basics, academic planning, and multicultural education, which give you the frameworks advisors use every day.
If you already hold a degree, add targeted coursework or a certificate to fill gaps rather than starting another full program. Look for graduate programs that include practicum or internships with advising centers, or pursue short certificates from recognized organizations such as NACADA to show focused training.
Do not assume a single degree guarantees hireability, because employers also look for applied experience and fit with campus culture. If a master’s feels out of reach now, prioritize applied experience and targeted certificates to build credibility while you plan longer-term education.
- Map your current coursework to advising skills and list missing topics to add via electives or certificates.
- Choose a graduate program that includes supervised advising hours if you plan to pursue a master’s.
- Keep unofficial transcripts and course descriptions handy to explain relevant coursework on applications.
Gain relevant experience through roles and volunteering
Employers hire advisors who have worked with students in academic or support roles, so seek positions that build advising-relevant skills. Good starting roles include peer advising, tutoring, admissions work, resident advisor roles, registrar office assistant, or roles in career services, because they expose you to advising tasks and student systems.
Use internships and volunteer placements to get supervised advising hours and to build examples for your resume. For example, list a peer advising role as: “Advised 30 first-year students on course selection and major exploration, created follow-up plans, and referred students to campus support services.
” Avoid generic service roles that do not involve student interaction or planning, because employers want examples of advising decisions and outcomes. If a volunteer role lacks advising tasks, ask your supervisor to add responsibilities like one-on-one check-ins or workshop delivery so you can document experience.
- Create a short log of student interactions you handle in any role, noting outcomes and follow-up actions.
- Offer to lead a one-hour workshop on time management or course planning to demonstrate advising skills.
- Ask supervisors for written feedback or a brief reference you can attach to applications.
Build core advising skills and learn common tools
Develop communication, active listening, academic planning, cultural humility, and basic case management skills because these are used every day. Practice explaining degree requirements clearly, helping students weigh options, and setting realistic next steps so you can show concrete advising outcomes in interviews.
Learn common campus tools such as degree audit systems, student information systems, and scheduling platforms by using online tutorials or asking for training during volunteer roles. If you cannot access a campus system, practice with spreadsheets to build sample degree plans and mock advising notes you can discuss during interviews.
Do not ignore documentation skills, because accurate advising notes and clear follow-up instructions reduce risk and improve student outcomes. Expect to be evaluated on both interpersonal skills and your ability to keep organized records, so practice concise, action-oriented note writing.
- Record a mock advising session (with consent) and review your communication and follow-up clarity.
- Create two example degree plans for different student scenarios to show in interviews.
- Practice writing concise advising notes, focusing on action items and next steps.
Create a targeted application package
Build a resume and cover letter that translate your experience into advising language, focusing on student outcomes, caseloads, and tools used. Use bullet points that start with action verbs and quantify where possible, for example: “Advised 40 students per semester, resulting in 90 percent on-time registration for required courses.
” Prepare a short advising philosophy statement and a one-page portfolio with sample degree plans, workshop outlines, and a template advising note. Tailor your cover letter to the posting by naming the office, referencing a program the school runs, and explaining how your experience solves a specific need listed in the job description.
Avoid sending a generic resume and cover letter to multiple institutions without customization, because advisors work within different campus cultures and priorities. If a posting emphasizes equity or working with transfer students, make sure those keywords and relevant stories appear prominently in your application.
- Include a one-paragraph advising philosophy in your application materials when requested or when you can upload a supplemental document.
- Keep a short portfolio PDF under 5 pages with one sample degree plan, one workshop outline, and one advising note template.
- Use the exact keywords from the job posting in your cover letter and resume where they match your experience.
Prepare for interviews and plan your first 90 days
Practice common advising interview questions using STAR-format stories that show problem, action, and result, with a focus on student outcomes. Expect questions like how you handle high caseloads, a difficult student interaction, or how you support students from underrepresented backgrounds, and prepare concise examples for each.
Plan a realistic first 90-day document to share if asked, showing learning goals, stakeholder meetings, and small projects you will complete, such as auditing a sample caseload or creating a walk-in advising checklist. Use this plan to demonstrate initiative and to ask informed questions about priorities during the interview.
Do not promise curriculum changes or large-scale programs before you know campus constraints, because early wins come from learning and small improvements. Expect a period of adjustment, and show interviewers that you will listen, learn local processes, and build relationships before proposing major changes.
- Prepare three STAR stories tailored to advising tasks: one about planning, one about conflict resolution, and one about referral to services.
- Bring a one-page first-90-day plan to the interview to show preparedness and realistic goals.
- Ask interviewers about current office priorities and how success is measured in the first year.
Common Mistakes to Avoid
Pro Tips from Experts
Keep a one-page advising portfolio with a sample degree plan, a short advising note template, and a workshop slide deck you can email to interviewers. This shows you can produce practical materials immediately.
Volunteer to run a single workshop at a community college or student group, then ask for participant feedback and include the results in your portfolio to demonstrate measurable impact.
Build relationships across campus by meeting financial aid, disability services, and career staff so you can make faster, more helpful referrals; introduce yourself early and ask one question about their referral process.
Follow these steps to turn your interest in student success into a clear path to an advising job, from research and education to applied experience and interview readiness. Start with one concrete action this week, such as scheduling an informational interview or applying to a peer advising role, and build momentum from there.
You have clear, practical steps to take, and steady effort will move you into an academic advising role.
Step-by-Step Guide to Becoming an Academic Advisor
1.
- •What to do: Read job descriptions from 10 institutions (community colleges, liberal arts, research universities) and note required degrees, experience, and common duties.
- •How to do it: Use sites like Handshake, HigherEdJobs, and university HR pages; save 5 sample job postings in a spreadsheet.
- •Pitfalls: Assuming all advising roles are identical — they vary by student population and institution type.
- •Success indicator: A checklist of 8–10 shared requirements across postings.
2.
- •What to do: Enroll in a relevant bachelor’s or master’s program (e.g., student affairs, counseling, higher education).
- •How to do it: Choose programs with practicum or internships; confirm course topics like academic planning and diversity.
- •Pitfalls: Picking a degree without hands-on components.
- •Success indicator: Completion of at least one practicum or internship credit.
3.
- •What to do: Work as a peer advisor, admissions assistant, or student affairs intern for 10–20 hours/week.
- •How to do it: Apply to on-campus roles, volunteer for orientation, or offer drop-in advising shifts.
- •Pitfalls: Staying in front-office roles only and avoiding student contact.
- •Success indicator: Logged 100+ hours of student-facing advising tasks.
4.
- •What to do: Train in degree audit systems, FERPA rules, and active listening.
- •How to do it: Complete vendor tutorials (e.g., Ellucian Banner), take a FERPA workshop, and practice mock advising sessions.
- •Pitfalls: Neglecting regulatory knowledge.
- •Success indicator: Confidently conduct a mock advising appointment and run a degree check.
5.
- •What to do: Join NACADA or local advising groups and attend 2–3 conferences/webinars a year.
- •How to do it: Volunteer for committees and present a poster or session.
- •Pitfalls: Passive membership without engagement.
- •Success indicator: Two professional contacts who can provide references.
6.
- •What to do: Prepare a résumé, targeted cover letter, and advising portfolio with sample plans.
- •How to do it: Quantify outcomes (e.g., "advised 120 first-years, improved retention by X%") and include a 1–2 page advising philosophy.
- •Pitfalls: Generic cover letters.
- •Success indicator: Three tailored applications submitted.
7.
- •What to do: Practice common questions (student crisis, caseload prioritization, diversity scenarios) with STAR responses.
- •How to do it: Do mock interviews with mentors and record practice answers.
- •Pitfalls: Failing to provide measurable results in answers.
- •Success indicator: Confident responses and examples for at least 8 standard questions.
8.
- •What to do: In your first year, set goals: caseload size, response time, retention targets.
- •How to do it: Use a simple spreadsheet to track student contacts, interventions, and outcomes monthly.
- •Pitfalls: Not measuring impact.
- •Success indicator: Evidence of improved student metrics (e.g., increased term-to-term retention by 3–5% or improved GPA for advised cohort).
Actionable takeaway: Follow each step sequentially, document hours and outcomes, and aim for 100+ student-facing hours before applying to full advisor positions.
Expert Tips and Pro Strategies
1. Specialize by student population.
Focus on first-year students, transfer students, or specific majors; specialization can make you 30–50% more competitive for niche roles.
2. Build a template library.
Create standardized forms for degree checks, meeting notes, and follow-ups; save 15–20 minute advising sessions by using templates.
3. Master one degree audit system deeply.
Being power-user in Banner, PeopleSoft, or DegreeWorks saves hours per week and helps resolve tricky exceptions faster.
4. Use data to tell your story.
Collect simple metrics—contacts per month, retention change, GPA shifts—and present them in interviews to show impact.
5. Shadow a senior advisor for a week.
Observe 20–30 appointments to learn phrasing, time management, and crisis response that textbooks don’t teach.
6. Keep a 48-hour follow-up rule.
Commit to following up with students and faculty within 48 hours to build trust; track with calendar reminders.
7. Learn basic case management techniques.
Use risk matrices to prioritize caseloads: high-risk first-generation students get weekly check-ins, moderate-risk biweekly.
8. Create a micro-credential plan.
Earn certificates in mental health first aid or culturally responsive advising—these often cost $50–$400 but boost credibility.
9. Automate routine communications.
Use mail-merge or CRM features to send advising reminders to 50–200 students at once, freeing time for high-touch work.
10. Prepare 3 evidence-backed success stories.
Have concise examples with numbers (e. g.
, helped a student raise GPA from 1. 9 to 2.
7 in one semester) for interviews and performance reviews.
Common Challenges and How to Overcome Them
1.
- •Why: Many applicants come from administrative roles.
- •Recognize: Your résumé lacks contact-hours or evidence of advising outcomes.
- •Solution: Volunteer for orientation, tutor, or run drop-in hours; log 100+ hours within 6 months.
- •Prevention: Seek roles with a client-facing component early.
2.
- •Why: Complex curricula and transfer credits create edge cases.
- •Recognize: Repeated advisor escalation requests or errors in graduation checks.
- •Solution: Keep a searchable wiki of past exceptions and consult registrar staff; test solutions on 3 sample records.
- •Prevention: Schedule monthly meetings with registrar to review policy changes.
3.
- •Why: Too many students and reactive work.
- •Recognize: Missed follow-ups and rising email backlog.
- •Solution: Implement tiered outreach—weekly for high-risk, monthly for low-risk—and automate reminders.
- •Prevention: Cap caseload or negotiate administrative time in job agreements.
4.
- •Why: Advisors are often first contact but not clinicians.
- •Recognize: Sudden behavior changes, missed classes, or explicit distress.
- •Solution: Use a scripted safety protocol, refer immediately to counseling, and document actions.
- •Prevention: Complete crisis response training and maintain a referral list.
5.
- •Why: Data systems may be siloed or outdated.
- •Recognize: Missing enrollment or advising history when planning student interventions.
- •Solution: Request access to core reports or collaborate with institutional research to extract key datasets.
- •Prevention: Build a monthly snapshot report for your caseload.
6.
- •Why: Outcomes take time and are influenced by many factors.
- •Recognize: Unable to attribute retention or GPA change to advising alone.
- •Solution: Use short-cycle measures: appointment-to-appointment goals, on-time registration rates, and student satisfaction surveys with 70%+ response targets.
- •Prevention: Track baseline metrics before interventions.
Real-World Examples of Successful Academic Advising
Example 1 — Community College Transfer Initiative
- •Situation: A community college wanted to increase transfer rates to four-year institutions by 15% within two years.
- •Approach: A team of 3 advisors created a transfer-planning pathway, hosted monthly transfer workshops, and mapped 120 students’ plans each semester.
- •Challenges: Incomplete transfer articulation and student confusion over credits.
- •Resolution: Advisors built a shared Google Sheet of articulation agreements and held one-on-one audits for 60 high-priority students.
- •Results: Transfer applications increased 22% year one; actual transfers rose 17% in two years. Workshop attendance averaged 48 students per session.
Example 2 — First-Year Student Retention at a Regional University
- •Situation: First-year retention was 72%, below the peer average of 80%.
- •Approach: A newly hired advising coordinator implemented early-alert referrals, mandatory 30-minute academic planning sessions, and weekly cohort check-ins for 200 at-risk students.
- •Challenges: Faculty adoption of early-alert system was slow.
- •Resolution: The coordinator offered quick training and incentives; use of the alert system rose from 12% to 68% of faculty in one semester.
- •Results: Retention for the advised cohort improved to 79% the next year, narrowing the retention gap by 7 percentage points.
Example 3 — Major-Specific Advising in STEM Department
- •Situation: STEM majors reported confusion about sequencing courses, leading to delayed graduations.
- •Approach: One advisor created major maps for all 6 STEM programs, set up automated registration reminders, and ran group planning workshops each term.
- •Challenges: Some students ignored group communications.
- •Resolution: The advisor combined group sessions with personalized degree checks for students who missed two workshops.
- •Results: On-time graduation rates for the department increased from 58% to 66% over three years; average time-to-degree dropped by 0.4 years.
Essential Tools and Resources for Academic Advisors
1.
- •What: Tracks student progress toward degree requirements.
- •When: Use for every advising session that involves degree checks.
- •Cost/limitations: Often institution-licensed; learning curve for complex exceptions.
2.
- •What: Central repository for enrollment, transcripts, and demographics.
- •When: Use to verify registration, holds, and transfer credit.
- •Cost/limitations: Institutional access required; training recommended.
3.
- •What: Professional development, best practices, and grants.
- •When: Join early; attend webinars and the annual conference.
- •Cost/limitations: Membership fees (~$80–$200/year) but scholarships available.
4.
- •What: Automates student appointment scheduling and reduces no-shows.
- •When: Use for 1:1 booking and virtual advising.
- •Cost/limitations: Free tiers exist; premium needed for advanced integrations.
5.
- •What: Track interventions, early alerts, and communication history.
- •When: Use to manage caseload prioritization and reporting.
- •Cost/limitations: Enterprise pricing; requires institutional buy-in.
6.
- •What: Store advising templates, sample plans, and advising philosophy.
- •When: Use to standardize student communications and build a hiring portfolio.
- •Cost/limitations: Free options available; keep FERPA compliance in mind.
7.
- •What: Short certification courses for recognizing and responding to student distress.
- •When: Complete within your first 6 months on the job.
- •Cost/limitations: $50–$150 for many courses; not a substitute for counseling services.
8.
- •What: Create simple dashboards showing retention, GPA trends, and appointment metrics.
- •When: Use for quarterly reports and to demonstrate advising impact.
- •Cost/limitations: Excel is low-cost; Tableau may require institutional license.