Manager, Undergraduate Advising and Administration
3 months ago
**Description**
The **Arts Admin Operations** within the **Faculty of Arts** is currently seeking a Full-time Regular **Manager, Undergraduate Advising and Administration.**
This permanent, full-time position reports to the Manager, Arts Students' Centre, with accountabilities to the Associate Dean, Academic, the Associate Dean, Student Success and the Associate Dean, Teaching, Learning and Student Engagement.
The Arts Students' Centre (ASC) is the main point of contact for undergraduate student advising and engagement in the Faculty of Arts. In addition to providing prescriptive program advising for over 40 undergraduate degree programs offered by the faculty, ASC provides general advising on University regulations and processes, coordinates participation in recruitment and conversions activities across the faculty, administers student engagement programs including the Arts and Science Honours Academy and Co-operative Education, supports course and program needs for non-departmentalized courses and certificates, manages the academic misconduct and appeals processes and oversees the calendar and curriculum review processes.
The Manager, Undergraduate Advising and Administration is an in-person role that requires attention to detail and the ability to work with competing deadlines while managing frequent interruptions. The ability to coach and support others is critical in this role. This position is guided by policies, university and faculty plans and strategies. From a big picture perspective, the incumbent will routinely use good judgement to identify and resolve day-to-day technical and operational issues. The performance has a direct impact on the quality, efficiency and effectiveness of own team and its contributions to the unit, faculty and university as a whole.
The Manager, Undergraduate Advising and Administration, is responsible for the overall operation of undergraduate program advising services and related administration in the Faculty of Arts. This includes communicating Faculty of Arts procedures to the broader university community and providing updates and insights from other units to the ASC team. In addition to being the reports-to manager for a team of eight Undergraduate Program Advisors (UPAs) and one Senior Undergraduate Program Specialist, this role also works closely with other members of the Arts Students' Centre team to ensure all processes connected to undergraduate programs, advising services and student engagement are meeting the needs of the faculty This role is also responsible for the management and day-to-day transactions (e.g., minute taking, course scheduling, etc.) that support non-departmentalized courses and certificates, academic misconduct and the curriculum and academic review (CARC) process. Occasional attendance at events outside of office hours is required.
**Summary of Key Responsibilities** (job functions include but are not limited to):
- Full managerial discretion for direct reports, including recruitment, performance management, training and discipline up to and including termination.
- Promote a collaborative team environment through excellent role modeling and coaching, training, and assigning work fairly and in a way that ensures breadth of skill and development of the team.
- Ensure that effective operations and a high level of quality assurance are maintained at all times, so that students consistently receive professional and fair treatment.
- Provide strong leadership and uses excellent communication, problem-solving and analytical skills to lead and motivate individuals to work cohesively in a team environment.
- Manage program-level advising policies and procedures within the Faculty, ensuring they are developed in accordance with university processes, policies, and procedures.
- Manage student communications from recruitment through to graduation.
- Liaise with other units on campus which are student focused such as the Student Success Centre, Student and Enrollment Services, Centre for International Students and Study Abroad,
- The Writing Symbols Lodge, etc. to ensure coordination of undergraduate policies and procedures.
- Identifies professional development needs and skills priorities for the undergraduate student support team; continues own personal development, learning and training; keeps current with post-secondary developments
- Participate as a contributing member on several Faculty of Arts committees and university-wide committees.
- Supports the ASC manager, Associate Deans and Undergraduate Program Directors (or equivalent) to ensure that advising and related administrative needs for Faculty of Arts students are being met.
- Reviews policies, procedures and processes regularly to ensure efficiency, working with the Business Operations Centre to develop tools that support the student experience.
- Provide support on complex advising matters, escalated issues, and system troubleshooting.
- Resolve any escalated student program confl
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