Academic Advisor/administrative Assistant

6 months ago

Winnipeg, Canada BOOTH UNIVERSITY COLLEGE Full time

The **Academic Advisor/Administrative Assistant (ASPIRE Program)** is a full-time (1.0) role with two primary sets of responsibilities: 1) provide academic support to students in the ASPIRE Associate of Arts and Associate of Business Administration degree programs in an advising capacity; 2) deliver administrative support on academic matters pertaining to curriculum, instruction, student learning supports and other projects as assigned. The role reports to the Director of the ASPIRE program.

Working closely with Admissions, Student Services and the Office of the Registrar, the academic advising component of this position manages the student life-cycle, including student files from admission to ASPIRE through completion of either the Associate of Arts in Humanities/Social Sciences or the Associate of Business Administration degree. The administration component is responsible for developing and maintaining all academic administrative systems, decisions, records, functions and procedures of the ASPIRE program that are governed by academic policy, including: rollout of course schedules, instructor supports, student compliance/progress and communication of academic deadlines and program information, in alignment with the Booth University College Calendar, ASPIRE Student Handbook and Orientation materials.

**ESSENTIAL FUNCTIONS AND RESPONSIBILITIES**:
**1. Academic Advising**
- Support students’ academic success through
- Program advising, involving regular meetings with each student to review their academic progress and degree program continuance, in accordance with program requirements
- Managing academic processes and documenting all process steps and decisions with regard to instances of academic misconduct (integrity), course failures, resulting in necessary shifts in programming, academic appeals, probation and suspension, in consultation with instructors and with the Director of ASPIRE program and Booth Registrar, according to Booth UC academic policy
- **Documentation and Communication**
- Periodic audit of student performance (in consultation with the Registrar), noting any significant changes in cumulative GPA, status (active/inactive/probationary/suspension) and any requirements for academic accommodation or other learning supports
- Reporting any significant academic performance issues (attendance, at-risk, integrity) to the Director of ASPIRE
- Updating all student information and correspondence pertaining to student academic files, in consultation with the Registrar
- Preparing and distributing all current academic information and communicating important dates and deadlines to students, as directed by the Director of ASPIRE and/or the Registrar

**2. Administrative Support**
- Develop/adapt all academic office systems, processes and forms for ASPIRE Program operation, in accordance with Academic Office procedures and in consultation with the Director of ASPIRE
- Follow Booth UC operational processes with respect to processing expense claims, budget monitoring, HR procedures (hiring, orientation and monitoring of instructional and support staff), in consultation with the VP Administration and Administrative Managers
- Work with the Academic Office to assure timely and coordinated workflow, involving sessional instructor hires and onboarding, syllabus review, uploading and populating Populi course shells, communicating relevant information to ASPIRE instructors/staff in consultation with the Academic Office
- Liaise with Student Services (Dean of Students, ALC Coordinator, RISIA representative, Reception) on all student matters within a Student Service purview, as required
- Manage calendar and workflow for the Director of ASPIRE and handle all correspondence from/to the Director
- Coordinate and document meetings of ASPIRE staff/instructors, as required
- Other administrative duties, as assigned by the Director of ASPIRE

**QUALIFICATIONS**

**1. Required**
- Satisfactory criminal record check
- Fully supportive of the integration of faith and learning in a Christian university-level setting and a commitment to the Mission of Booth University College
- Ability to integrate your Christian faith within the workplace
- Baccalaureate degree from a recognized post-secondary institution
- Excellent verbal and written communication skills combined with the ability to exercise discretion and judgement in handling sensitive and confidential matters
- Counselling/advising skills
- Extensive experience with cultural diversity in an educational setting
- Capacity for multi-tasking/managing complex tasks in a fast-paced environment
- Team player, contributing to overall success of new and challenging initiatives

**2. Assets (Preferred Qualifications)**
- Understanding of The Salvation Army and Booth University College history and operations
- Knowledge of the MB postsecondary landscape, including articulation and transfer arrangements between Booth University College and other HEI programs within the provinc

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