Undergraduate Advisor

6 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Undergraduate Program Advisor is responsible for management and delivery of services designed to enhance, promote, and advance Physics and Astronomy’s undergraduate programs. The scope of the position encompasses managing the administration of the Physics & Astronomy undergraduate program, managing the advising program for Physics undergraduate students, course scheduling, and supporting student events, wellness, and engagement initiatives.

**Responsibilities**:
Program Administration
- Manages a portfolio of student-related functions from orientation to graduation and develops critical administrative systems and processes, updating, refining and streamlining as necessary
- Manages the implementation of departmental and faculty databases
- Central resource for a wide range of UG information pertaining to programs, requirements and university systems and policies
- Ensures continuity when transitioning academic administrators through effective record keeping, training and mentoring
- Advises Curriculum committee on planning and implementing changes to Physics degree requirements and course offerings; Prepares submissions for Science Undergraduate Advisory Council
- Monitors, evaluates, and communicates departmental data; Works with Science Undergraduate Office to provide statistical reporting
- Monitors deadlines and ensures participation in programs, workshops and competitions
- Develops and executes strategies for promoting courses with low enrollment
- Develops and maintains content for undergraduate web pages

Student Support & Advising
- Serves as a first point of contact and resource for undergraduate students in Physics plans
- Establishes a reputation as a trusted advisor among students
- Manages and develops systems for receiving and answering all departmental advising inquiries promptly
- Manages advising calendars and systems for the Undergraduate Officer and departmental advisors
- Ensures regular training and best practices are up to date and provides training and development to other Physics undergraduate advisors
- Provides confidential advising and assists students in resolving routine problems, schedules meetings for non-routine problems with appropriate plan specialists
- Advises students on plan requirements, strategies for completion, co-op sequencing and policies
- Advises and provides solutions to course scheduling and exam conflicts
- Processes undergraduate forms for students and provides assistance with Quest and LEARN
- Assists students in crisis; issues range from academic concerns to personal difficulties. Immediate action may be required to connect students with university resources or provide practical assistance

Scheduling
- Departmental Calendar representative; updates ACMS
- Independently develops a well distributed course offerings draft and provides recommendations regarding faculty and adjunct teaching assignments
- Collects and summarizes department teaching constrains for the Associate Chair’s approval
- Monitors schedule through the registration process and tracks enrolment numbers to identify potential conflicts, low enrolment classes, and resolve problems
- Inputs schedule, constraints and course combinations into the DCU; Notifies scheduling office of changes
- Create listings of all courses and faculty teaching for the academic year
- Ensures midterm and exam timeslots are current, complete and conflict free on SCI exams outlook calendar

Student Wellness
- Promotes community awareness by ensuing students have access to, knowledge of all wellness supports and services available, on and off campus
- Act as a resource to faculty in their efforts to understand student experience
- In consultation with campus partners, initiate and coordinate workshops to improve student wellbeing
- Collaborate with advisors and faculty to identify and help students in need of counselling and guide those students to appropriate resources
- Work with campus partners to develop a strategic framework to respond to specific factors that affect student wellbeing, success, and engagement, as well as emerging issues or problems within the department
- Keep current on trends, issues, and approaches to proactively promote student wellness
Student Events and Engagement Support
- Manages students related event by developing itineraries and schedules, arranging travel logistics, and catering, creating promotional materials, and managing registration processes
- Provides direction and support for undergraduate social clubs; maintains active communication with students and groups using a wide range of communication tools
- Recruit volunteers for events, peer mentorship programs and student representation
- Responds to a wide range of enquiries from prospective students and alumni

General Departmental Support
- Books internal rooms for faculty members and students
- Monitors teaching supply cabinet stock
- Collects and stores course exams/midterms, arrange for shredding as per ret

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