Undergraduate Advisor and Program Coordinator

7 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
**Term - 15 Months**

The Undergraduate Advisor and Programs Coordinator’s primary role is to provide a positive experience for - School of Public Health Sciences undergraduate students via advisement and guidance through front line service contact and communication and day-to-day operations to support administration of the programs. As overseen by the Undergraduate Programs Manager (UPM), the Associate Director, Undergraduate Programs (AD_UP) as well as the Administrative Officer, the incumbent is expected to perform the duties of the position within established policies and procedures and according to an established calendar of events. The incumbent is expected to be part of an effective team concerned with all aspects of our undergraduate programs.

**Responsibilities**:
**Academic Advising**
- Provide skillful and confidential academic information and advice to undergraduate students on matters related to School of Public Health Sciences degree programs; using appropriate strategies and ensures in-depth and current knowledge regarding SPHS, including:

- Undergraduate curriculum and academic requirements
- Student relevant regulations and University policies
- Disciplines relevant to School of Public Health Sciences students
- Support resources available to students, both within and outside the Faculty/University
- Admissions regulation and practices
- Academic standings, appeals, petitions, and grievances
- Conduct HLTH 101 tutorials for first year students to welcome students and provide information on program requirements
- Provide front line support for all academic inquiries including selection and enrollment in required courses, academic/work term sequence changes, plan modifications, course overrides, etc.
- Requires completion of Mental Health First Aid training
- Manage and coordinate identification of students in need of special help or attention from academic progression report data and/or course instructors; connects with students to develop action plans for student success and determines eligibility for foundation or non-degree term options in consultation with the Associate Director-Undergraduate Studies and the Administrative Coordinator - Undergraduate Coordinator when necessary for highly complex cases
- Primary contact for students in crisis. Provide immediate direction to students in a sensitive and confidential manner (academic concerns or personal matters). Connect students with appropriate campus resources and support (ex. Counselling Services, Accessibility Services, UW Campus Police, Here 24/7, Good2Talk, etc.)
- Maintain advisement templates and student records (SharePoint, ASIS, OATS)
- Support students through their programs by tracking progression from admission to completion; including monitoring completion of work terms, professional development courses, English Language Proficiency, and degree requirements and intervenes when necessary
- Act as a liaison between students and the various individuals and offices in the School (e.g. course instructors, AD-UP, UPM) and in the Faculty (e.g., Student Services Coordinator, Associate Dean Undergraduate Studies)

**Project & Initiatives**
- Manage and coordinate various special departmental projects and initiatives, e.g., Honours Thesis poster presentations, program retreats
- Actively participates in the undergraduate curriculum and planning committees includi ng the SPHS Undergraduate Committee
- Responsible for tracking and disseminating information and communications to undergraduate students on all undergraduate matters including program changes, upcoming events, meetings, activities, and job opportunities
- Maintains SPHS Student Advising and Resources Group on LEARN
- Update and present an administrative info session to all first year SPHS students in HLTH 101 tutorials
- Collects, archives, and distributes SPHS course syllabi

**Recruitment & Orientation**
- Assist in review and updating of undergraduate recruitment brochures
- Support AD-UP with admissions processes as needed
- Assist in handwriting notes to admitted students

**Administration**
- Work closely with Undergraduate Programs Manager to coordinate program administration
- Spport the UPM in course scheduling and development of individualized course sequences from assessment of external transfer credits
- Actively participate in the undergraduate curriculum and planning committees includi ng the SPHS Undergraduate Committee
- Executes first-year students block-enrollment and authorize course overrides
- Assist with Academic Progression reports and delegate students to advisors
- Manage and approve Internal Student Transfer Applications and assure smooth transition into SPHS programs
- Support the UPM with degree approval review for graduating students
- Support the hiring, training, and evaluation of SPHS Peer Leaders (4-6/year

Qualifications:

- Bachelor’s Degree or equivalent education and experience
- Previous experience in student advising pref

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