Undergraduate Advisor and Coordinator

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Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is November 12 2026 at 11:59PM.

Job Description:

Primary Purpose

The Undergraduate Advisor and Coordinator plays a key role in supporting undergraduate students in the Faculty of Arts. The Advisor provides academic advising supports student engagement initiatives and ensures alignment with University policies and procedures. This position works closely with students faculty staff and campus partners to foster academic success and enhance the undergraduate student experience.

Key Accountabilities

Academic Advising and Student Support:

Provides comprehensive advising to undergraduate students on academic matters including course selection degree requirements preregistration program transfers academic standing petitions grievances and university regulations.

Assists students in navigating personal and academic challenges by connecting them with appropriate campus resources (e.g. AccessAbility Services Counselling Services Student Success Office).

Supports students on co-op pathways exchange opportunities and program progression planning.

Maintains up-to-date knowledge of curriculum changes and university academic policies.

Monitors the academic progress of students through the use of data extracts and provides outreach/academic counselling to students in academic trouble.

Assists the Associate Director(s) with student academic progression including assessing academic standing in borderline cases and communicating with students.

Co-ordinates student academic progression and advisement. This responsibility includes assessing students academic standing and completion of course requirements; communicating with the Associate Director(s) regarding problem cases; and generating appropriate comments for the Office of the Registrar.

Retains signing authority for the approval of academic program changes course changes marks processing Petitions for Exception to Academic Regulations and Recommendations to Graduate.

In consultation with the AUO assists students with Letter of Permission requests including the assessment of course equivalency and overall approval of such requests.

Provides assistance to students in the preparation of petitions.

Program Administration:

Supports course planning and enrollment processes including block enrolments and waitlist management.

Assists in the maintenance of accurate student records and documentation of advising activities in accordance with privacy standards.

Collaborates with academic units to support the implementation of curriculum and policy changes.

Requires extensive knowledge regarding enrolment trends target audiences degree requirements school commitments and instructor needs to maximize enrollments.

Supports the Program Manager Academic Administrative Supervisor in overall management of the undergraduate program by providing background information research advice administrative support and reporting anomalies.

Regularly monitors enrollment levels and prepares statistical reports to support change decisions to course offerings for Program Manager Academic Administrative Supervisor and Associate Directors.

Assists Academic Admnistrative Supervisor with and Acts as a backup scheduling representative for the School supporting course scheduling and timetable development collection of teaching constraints monitoring enrolment capacities and course reserves identifying and helping resolve scheduling conflicts and reviewing course offerings to support student access and program needs.

Communication and Collaboration

Acts as a resource for faculty and staff on advising practices policy interpretation and student-related concerns.

Prepares reports and summaries for Program Manager Academic Administrative Supervisor Associate Directors and committees as required.

Collaborates with advisors across the Faculty (AUO) and university to ensure consistency in advising standards and student support.

Maintains and updates advising content on websites LEARN and digital platforms to ensure accessibility of resources.

Collects archives and tracks Syllabi each term.

Assists the Associate Directors with course equivalency review and transfer credit assessment.

Other Duties

Supports special projects and strategic initiatives as assigned by the Program Manager Academic Administrative Supervisor or Associate Director.

Serves as a backup to other advisors during absences or peak advising periods.

Attends venues/events when necessary acting as part of the Arts recruitment team.

Continually build expertise through training and apply a clear understanding of both the breadth and boundaries of authority in relation to the job duties.

*All employees of the University are expected to follow University and departmental health and safety policy procedures and work practices at all times. Employees are also responsible for the completion of all health and safety training as assigned. Employees with staff supervision and/or management responsibilities will ensure that assigned staff abide by the above and actively identify assess and correct health and safety hazards as required.

Required Qualifications

Education

A post-secondary degree or diploma or an equivalent combination of education and experience is required.

Experience

Proven administrative experience advising students within an academic environment.

A thorough understanding of UW policies and procedures related to undergraduate students.

Proficient with Quest ASIS and LEARN

Knowledge/Skills/Abilities

Proven ability to work independently with minimal supervision and as a team member with a high level of initiative in a fast paced deadline-driven work environment.

Well-developed organizational analytical interpersonal customer service and communication skills (oral and written).

Strong interpersonal skills and the ability to interact in a positive and supportive manner.

Demonstrated commitment to confidentiality.

Proven attention to detail and accuracy while handling a high volume of work is required.

Skilled in engaging students through thoughtful questioning anticipating their needs and applying sound judgement in support and decision-making.

Well-versed in addressing a wide range of student concerns including those related to mental health and personal challenges with empathy and a strong commitment to student success and well-being.

IntermediateskilllevelusingMicrosoft TeamsWordExcelOutlookSharepointPowerBIand WCMS.

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research learning teaching and community building and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students faculty and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity anti-racism and inclusion. As such we encourage applications from candidates who have been historically disadvantaged and marginalized including applicants who identify as First Nations Métis and/or Inuk (Inuit) Black racialized a person with a disability women and/or 2SLGBTQ.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application interview or workplace accommodation requests please contact Human Resources or ext. 45935.