Job Description
Reporting to the Assistant Dean for Student Development, the Academic Advisor (Advisor) provides individualized and proactive advising to medical students across all phases of the curriculum, with particular attention to those navigating academic, personal, or professional challenges. Drawing on data, observation, and collaborative partnerships, the Advisor identifies early indicators of concern, develops tailored success or remediation plans, and connects students to appropriate university and community supports. The role requires consistent communication and coordination with faculty mentors, regional deans, and student affairs staff to monitor academic progress and address barriers to success. Through this work, the Advisor supports students in meeting program requirements, maintaining professional standards, and progressing confidently through the medical education experience.
This position operates within a complex, distributed medical education environment serving approximately 1,200 students across multiple campuses. Advisors must interpret and apply academic policies, manage confidential and sensitive situations, and balance individualized student support with institutional expectations. The work requires strong analytical and interpersonal skills, sound judgment, and the ability to collaborate with faculty, deans, and staff to address academic or personal concerns. Advisors navigate evolving curricula, student wellness needs, and high-stakes decisions that demand adaptability, discretion, and a proactive, student-centered approach grounded in equity and early intervention.
The Advisor directly influences student retention, progression, and completion within the medical education program. Serving a population of approximately 1,200 students (of which approximately 20-25% extend beyond the traditional four-year timeline), the Advisor uses data-informed outreach and individualized support to reduce time-to-degree extensions, prevent attrition, and promote consistent academic progress. By coordinating communication among faculty, regional deans, and student support offices, the advisor helps ensure timely interventions, effective case management, and equitable access to institutional resources. This work strengthens academic continuity, operational efficiency, and the overall quality of the student experience across the School of Medicine.
DUTIES AND RESPONSIBILITIES
Advising & Student Support (75%)
Provide proactive, data-driven, individualized academic advising, coaching, and case management to medical students across all phases of the curriculum, with focused support for those at risk for or experiencing academic, professional, or personal difficulty.
Design, implement, and evaluate targeted interventions and outreach strategies that promote academic success, professional growth, and personal well-being.
Develop individualized academic success, remediation, or wellness plans in collaboration with students, faculty mentors, regional deans, and other support offices.
Make appropriate referrals to school and community resources and follow up to ensure continuity of care and resolution of student concerns.
Guide and monitor student progression to facilitate timely completion of degree requirements; interpret university, school, and accreditation standards; and track key milestones, assessment outcomes, and committee decisions.
Counsel students on decisions related to leaves of absence, expansions, changes in graduation timeline, or other interruptions to their academic program; coordinate documentation and ensure approvals are received from relevant offices.
Meet regularly with regional deans, faculty mentors, and support staff to review student statuses, identify emerging concerns, design tailored intervention and remediation plans, and ensure consistent communication across the distributed learning environment.
Prepare students for Student Progress Committee and related review processes; track and coordinate submission of documentation, communicate policies and outcomes, and assist in implementing required conditions or timelines.
Attend Student Progress Committee meetings as a resource to present case updates, track outcomes, and ensure follow-through on committee actions.
Develop and implement proactive communication strategies to help students understand academic requirements, institutional policies, anticipate transitions, and access resources before challenges escalate.
Maintain an approachable, inclusive advising environment that encourages students to seek assistance early and engage fully in their professional and academic development.
Exercise sound professional judgment and discretion when managing sensitive student situations, ensuring compliance with institutional policies and confidentiality standards.
Maintain accurate and confidential advising records, ensuring timely documentation of all student contacts, referrals, and progress updates.
Program Development & Student Engagement (15%)
Lead, coordinate, or co-develop student programs that promote academic success, professional growth, and community well-being.
Analyze historical student data and feedback to develop programs that proactively address known stress points in the medical school experience.
Contribute to major student lifecycle events (e.g. orientation, transition to clerkships, graduation, and other milestones) through planning, logistics coordination, advising, and student support.
Support the administration of curricular and assessment processes, including exam proctoring, scheduling, and monitoring, ensuring adherence to testing standards and student confidentiality.
Develop and deliver group advising workshops or informational sessions on academic planning, wellness, professionalism, or policy navigation.
Collaborate with colleagues across Student Affairs, Academic Affairs, and regional campuses to design initiatives that support student belonging, equity, and resilience.
Assess the impact of programming and use data and feedback to inform continuous improvement of advising services.
Data & Reporting (5%)
Track and analyze trends in student academic progress, leaves, and remediation to identify systemic challenges and inform institutional decision-making and early intervention strategies.
Contribute to continuous quality improvement efforts for academic advising services and student support programs.
Maintain confidential, accurate records and prepare summary reports for internal committees, accreditation reviews, external data requests, and strategic planning.
Other Duties as Assigned (5%)
Participate in departmental and schoolwide meetings, retreats, and professional development activities.
Provide additional student support or administrative assistance as needed to advance the mission of the Office of Student Affairs and the School of Medicine.
MINIMUM REQUIREMENTS
Bachelor's degree in education, counseling, public health, student affairs, or a related field.
Minimum of four years of progressively responsible experience in academic advising, student affairs, or medical/graduate education.
Additional Requirements.
Demonstrated ability to provide individualized academic advising and case management, including support for students experiencing academic or personal difficulty.
Proven administrative, organizational, and problem-solving skills, with the ability to manage competing priorities and meet deadlines in a high-volume environment.
Demonstrated ability to interpret, apply, and clearly communicate complex academic policies and procedures to diverse audiences.
Experience collaborating effectively with faculty, deans, and administrative staff across large, highly structured, or distributed academic systems.
Demonstrated ability to handle sensitive information with discretion, maintain confidentiality, and exercise sound professional judgment in complex or emotionally charged situations.
Demonstrated reliability, accuracy, and accountability in completing assigned work and maintaining student records.
Proficiency using student information systems, CRM platforms, or data management tools to monitor academic progress and document advising interactions.
Commitment to equity and inclusion, with experience supporting students from diverse racial, cultural, educational, and geographic backgrounds.
Demonstrated adaptability, professionalism, and responsiveness to evolving institutional priorities or student needs.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED QUALIFICATIONS
Master's degree in higher education, counseling, public health, or a related discipline.
Professional experience in medical education or health professions advising.
Familiarity with academic progression, remediation, and student review processes in medical education.
Experience developing and assessing student success programs, early intervention strategies, or wellness initiatives.
Demonstrated ability to use data and assessment tools to identify trends, inform advising practices, and evaluate outcomes.
Experience supporting students in distress, coordinating referrals, or implementing structured intervention plans.
Experience leading or contributing to process improvement and policy development in student support or academic affairs.
Experience onboarding, training, or mentoring faculty or peer advisors.
PROFESSIONAL STANDARDS
Academic Advisors are expected to model professionalism, discretion, responsiveness, and accountability in their interactions with students, faculty, and colleagues. The position requires reliability in managing caseloads, timely follow-through on commitments, and sound judgment in handling confidential or sensitive information. Advisors are also expected to contribute to a respectful, collaborative, and student-centered environment that upholds the mission and values of the School of Medicine.
OTHER CONDITIONS OF EMPLOYMENT
Standard work hours are Monday through Friday during typical business hours; occasional evening and weekend hours may be required to support student advising, programming, or institutional meetings and events.
Work is primarily performed in an office setting, with a combination of computer-based tasks and in-person interactions with students, faculty, and staff.
The role maintains a mix of in-person and virtual advising appointments to support students across the distributed medical education network and involves regular use of digital platforms and tools to support advising, communication, and resource development across distributed campuses.
Limited travel may be required to regional campuses, retreats, or professional development meetings.
The position requires adaptability and responsiveness to cyclical demands, including periods of increased activity during peak advising times.
Compensation, Benefits and Position Details
Pay Range Minimum:
$70,908.00 annual
Pay Range Maximum:
$75,000.00 annual
Other Compensation:
-
Benefits:
For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
Shift:
First Shift (United States of America)
Temporary or Regular?
This is a regular position
FTE (Full-Time Equivalent):
100.00%
Union/Bargaining Unit:
Not Applicable
About the UW
Working at the University of Washington provides a unique opportunity to change lives - on our campuses, in our state and around the world.
UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.
Our Commitment
The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81 (https://policy.uw.edu/directory/po/executive-orders/eo-81-prohibiting-discrimination-harassment-and-sexual-misconduct/) .
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu .
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .
University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.
