Undergraduate Program Advisor, Faculty of Arts
2 months ago
**Description**
The **Arts Admin Operations** within the **Faculty of Arts** is currently seeking a Full-time Temporary Relief **Undergraduate Program Advisor **for approximately 8 months.
The position requires the ability to use discretion, maintain professionalism, confidentiality, and composure under pressure, and tact and diplomacy in dealing with sensitive and confidential materials. The incumbent must have the ability to work under pressure for both in-person and virtual interactions in an open space with multiple and simultaneous deadlines, frequent interruptions, shifting priorities and a high volume of work. In consultation with the Manager the incumbent will manage work priorities and deadlines in accordance with established procedures and department goals and objectives. This position requires the ability to adjust working hours to staff events that are held outside of regular hours. During identified peak periods the ASC office may also offer extended hours. When this is necessary, the start time and lunch break timing will be adjusted for a period of up to one week. Peak work periods occur August-September, December-January, and April-May. This role is primarily on campus with the option to work from home one day a week after training is complete. Normal work hours are 8:30 a.m. - 4:30 p.m., Monday to Friday.
The major focus and primary purpose of the UPA is to advise current and prospective Faculty of Arts students on university policies, programs, degree requirements, procedures, and related matters, offer them support in making their academic decisions, and refer them to other available supports on campus as appropriate. The UPA works closely with the department pod support roles, Undergraduate Program Directors (UPDs) and other university services to ensure that undergraduate advising services in the Faculty of Arts are meeting the needs of students in the Faculty of Arts.
The incumbent requires a high degree of knowledge of all Faculty of Arts undergraduate programs (including minors and certificates) and is expected to possess in-depth knowledge of Faculty and university-level policies and regulations as well as best practices at all levels of the university structure. The incumbent will act as a resource on policy and procedures for other team members based on their assigned areas of specialty and take a leadership role in the implementation of new policies and adherence to existing policies as they pertain to the disciplines they support.
**Summary of Key Responsibilities** (job functions include but are not limited to):
- Customer Service:
Using superior social skills, ensures excellent customer service in providing exceptional advising services to students, faculty, and staff both in-person and virtually. This includes developing rapport with advisees, faculty and campus staff to create and maintain open and collaborative relationships; ensuring the integrity of information provided and that all communication is done with highest level of discretion and tact to avoid misunderstandings; managing difficult encounters and achieving a satisfactory outcome.
- Advising:
- Administration:
Effectively manages time and workload to ensure all administrative tasks are completed by the given deadlines. Administrative duties include supporting assigned UPDs with student rulings; processing approved enrolment requests; processing transfer credit for admitted students to ensure that it has been correctly awarded for the degree program selected; providing credit evaluations for students on international exchanges; completing prerequisites checks for each term and posting unauthorized concentration blocks; processing change of program requests; clearing student files for convocation and following up with any students who have been denied; reviewing calendar submissions and timetable entries for assigned units providing feedback from an advising perspective; maintaining records and files and recognizing that this information must be kept accurate and current for use by others; participating in cross-training to assist in other areas when needed; keeping current with post-secondary advising developments and identifying professional development needs; adhering to all University policy and regulatory requirements, including FOIP legislation.
- Admission and Recruitment:
**Qualifications / Requirements**:
- A four year undergraduate bachelors degree is required; in a Faculty of Arts discipline preferred.
- A minimum of two years of experience in a role that focused primarily on providing front facing advising services for post-secondary students.
- Professional, advanced written and oral communication skills including the ability to convey complex information and to ensure it is understood.
- Proven ability to work independently, managing heavy workload and high stress during peak periods while exercising discretion in decision-making.
- Demonstrated ability to work collaboratively and productively
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