Undergraduate Program Coordinator and Advisor

6 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Undergraduate (UG) Program Coordinator and Advisor enhances the quality of the undergrad student experience, and is a key contributor to student success, ensuring the delivery of academic and administrative services to undergraduate students. This includes responsibility for the smooth and efficient operation of the undergraduate programs in a manner consistent with the unit’s strategic plan, and primary academic advising students. This position reports to the Administrative Manager/Officer and is also accountable to the Associate Chair/Director for Undergraduate Studies. In cooperation with the Associate Chair/Director UG, the Undergraduate Program Coordinator and Advisor is the central resource for program planning and interpretation of UW policies and procedures relating to the undergraduate program and administration. In partnership with the Administrative Manager/Officer and the Associate Chair/Director UG, this position provides direction for long term planning and organization.

**Responsibilities**:
Program administration including, but not limited to:

- Provides strategic advice to the Associate Chair/Director for Undergraduate Studies to ensure full operation of the undergraduate program(s) in compliance with University policies and procedures
- Manages a portfolio of student-related functions from program/unit orientation to graduation and develops critical administrative systems and processes, updating, refining, and streamlining as necessary
- Provides proactive management of all academic unit undergraduate programs, degree plans, including specialization and minors
- Ensures continuity when transitioning academic administrators through effective record keeping, training and mentoring
- Advises Curriculum committee in collaboration with the associate undergraduate chair/director, vets and oversees proposals for revisions/additions to plan curriculum and unit course offerings, which may require consultation with other academic or academic support units; prepares agenda submissions for unit approval, which are then forwarded for governance approval. Responsible for annually reviewing and approving UG calendar text to ensure approved updates to programs, plans, and courses are reflected correctly
- Ongoing development of procedures for managing enrolment, program/plan changes, academic progression, and degree advisement
- Reviews academic progress of students each term and determines the appropriate academic standing decision to be applied in consultation with the Associate Chair/Director for Undergraduate Studies
- Supports the Administrative Manager and Chair/Director with documentation and logístical support required for the Institutional Quality Assurance Process (IQAP) and site visits. Where a program is recognized and governed by professional accreditation requirements, sources and provides additional records, and participation in related meetings
- Monitors, evaluates, and communicates data; Works with Environment’s UG Operations Team to provide statistical reporting
- Develops and executes strategies for promoting courses with low enrolment
- Develops and maintains content for undergraduate web pages

Student support and advising including, but not limited to:

- Provides skillful, confidential advising to students regarding their individual course and program/plan selection and career goals, sensitive to the needs of a wide client base
- Proactively identifies students who may be struggling; is the primary contact advising students in crisis, providing direction to resources in a confidential manner. May require immediate action to connect students with resources or practical assistance. Maintains in-depth knowledge of university and community supports available to students for crisis management, well-being support, financial support, or other needs
- Advises students regarding undergraduate policies and procedures, including how to prepare documents effectively; guides students through processes relating to petitions and grievances
- Determines an appropriate course sequencing plan with all transfer students (internal and external) based on transfer credit assessments to meet degree requirements
- Provides advice to UG students who are interested in pursuing academic credentials offered by their unit, such as minors. Provides resources to students enrolled in their plans who are interested in pursuing academic credentials from outside their unit
- Conducts degree checks throughout a student’s UG career. Supports and strategizes with students nearing graduation, to ensure degree requirements are/will be completed by chosen convocation date
- Advises students who are in academic jeopardy on academic pathways, supports, and resources
- Aids students and acts as liaison with Co-operative Education regarding work term sequencing

Admissions/Recruitment including, but not limited to:

- Participates in undergraduate recruitment events and activities, providing knowledgeab

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