Undergraduate Coordinator and Advisor

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Internal posting expires Thursday November 20th at 11:59

Job Description:

Primary Purpose

The Undergraduate Coordinator and Advisor advises undergraduate students in the partnership with other members of the department they are responsible for the effective administration of the departments undergraduate programs and for enhancing student success through appropriate advisement and support. The Administrative Coordinator and Advisor Undergraduate Studies is the first point of contact for the department.

This is a common job description used across multiple departments within the Faculty of Arts.

Key Accountabilities

Advises undergraduate students in all applicable majors /minors and enrollees from other Faculties in consultation with the Associate Chair UG Studies as appropriate:

Advises students with unusual or complex questions or with questions about academic content;

Assists with Academic Progression reports and Recommendations to Graduate;

Assists with petitions student grades and submissions as well as academic appeals;

Advises students about course and program/plan selection (tracking milestones); approves student permissions including course overrides plan modifications and co-op sequence changes;

Refers students to on-campus resources as appropriate;

Consults with advisor in other academic units regarding students of mutual interest;

Monitors enrolment reserves capacities and student course override requests for undergraduate programming in the unit; develops reserves for specific courses as needed;

Coordinates service and cross-listed teaching with other Arts units or UW Faculties; including the following:

Collaborates with academic units to facilitate course scheduling including course sections and time slots;

Sets and monitors course reserves for undergraduate programming in consultation with other academic units;

Liaises with Administrative Coordinators and Advisors in other academic unites to ensure awareness of course curriculum changes that may impact plans in and beyond the department.

Serves as departmental timetable representative for the undergraduate programs:

Collects and summarizes department teaching constraints for the Chairs approval; submits the departmental timetable for undergraduate courses each term in consultation with the Chair;

Determines course reserve and section needs; resolves scheduling issues affecting enrolment;

Identifies potential course conflicts with the department and with other departments faculties and co-op terms as required;

Reviews final undergraduate course schedule for accuracy and meeting department needs;

If applicable coordinates final exam scheduling and proctors with the Registrars Office.

*In departments without a Graduate Program Coordinator and Advisor the Administrative Coordinator and Advisor Undergraduate Studies will also complete these accountabilities for graduate programming.

Serves as department calendar representative for the UG program in consultation with the Associate Chair UG Studies:

Communicates and consults with other academic units to solicit feedback about proposed changes;

Serves as the departments template representative (Academic Advising UG);

Compiles course and program changes for submission to the Undergraduate Calendar;

Reviews all program content in the UG Calendar prior to publication.

Assists with the departments undergraduate student engagement:

Maintains active communication with students using a range of communication modalities;

Assists with planning and participates in various student-focused department events and information sessions;

Department liaison and provides advice and support to the members of relevant student groups associations and executive as needed;

Liaison to the departments alumni; organizes events in co-operation with Arts Advancement and Arts Undergraduate Office;

Oversees the planning and execution of various department events which may include convocation receptions; student awards ceremonies Advising Days Declare a Major Day Campus Day March Break Open House and others.

Provides support to the Associate Chair Undergraduate Studies including the following:

Supports the smooth functioning of the undergraduate program; identifies problems and recommends improvements to the Chair and Associate Chair UG as appropriate.

Prepares data and statistical reports as required for the Chair and the UG Associate Chair drawing on departmental Faculty and institutional data.

Maintains department records of current students and graduates; including confidential correspondence; *

Serves as a member of the Undergrad/Curriculum Committee;

Maintains course wait lists and assigns permission numbers as required;

Manages the INC grade agreements process;

Answers faculty inquiries regarding UG and department policies and procedures;

Liaison between the department and UW Bookstore/textbook sales rep.

Assists with general administrative department tasks:

Directs tours of the unit mainly to potential applicants; answers questions pertaining to undergraduate programs;

Provides support for the organization of any guest lectures workshops and events within the department;

Distribution of department mail;

Monitoring and ordering department administrative and teaching supplies;

Maintains department notice and picture boards;

Prepares text for and maintains the departments undergraduate website.

Required Qualifications

Education

Undergraduate degree or equivalent combination of education and experience.

Experience

Administrative experience in an academic environment including knowledge of undergraduate policies and procedures.

Experience with SharePoint LEARN Quest ASIS and Infosilem would be an asset.

Experience with conflict management.

Familiarity with the needs and concerns of students including students facing difficult situations and students experiencing mental health concerns and a commitment to student engagement and success.

Leadership experience in event coordination and volunteer management is an asset.

Knowledge/Skills/Abilities

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

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

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

Aptitude for attention to detail and accuracy are essential.

Must be able to deal efficiently and empathetically with a wide range of student issues and concerns.

Computer skills including intermediate MS Word Excel PowerPoint PowerBI and Outlook.

Ability and willingness to learn new software systems.

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.