Program Advising Assistant, Undergraduate Science

2 days ago

Calgary, Canada The University of Calgary Full time

**Position Overview**

The **Undergraduate Science Centre** in the **Faculty of Science **is currently seeking a Full-time Regular **Program Advising Assistant**.

Reporting to the Manager, Undergraduate Advising and Administration, the primary purpose of this highly visible advising position is to provide exceptional advising to students with accuracy regarding university policy and student record. Accuracy and attention to detail are essential to maintain the integrity of the student record. This position requires knowledge about the student lifecycle, the ability to follow policy and processes and to continuously engage in learning most recent information that will affect the student and their needs.

This role is integral to the successful operation of the Undergraduate Science Centre by supporting students in accessing advising resources, answering general student inquiries and supporting the work of the Program Coordinators and Student Advisors. As primary contact, the Advising Assistant will facilitate student success and support by responding to general inquiries, scheduling advising appointments, creating awareness of programs and services, advising students on university policies, programs, degree requirements, procedures, and related matters and coordinating overall communication to students.

**Position Description**

**Summary of Key Responsibilities** (job functions include but are not limited to):

- Ensures the provision of excellent customer service to students, triaging student concerns and providing appropriate information and referrals to ensure student needs are addressed (i.e. provides basic program advising for Faculty of Science students and refers to Program Coordinator and Student Advisors for more detailed and complex advising needs)
- Utilize and refer to the university calendar to advise current/prospective students regarding degree requirements (including admissions) and university policies and procedures
- Uses sound judgement to assist students with registration problems and use expert knowledge on registration procedures to advise and assist
- Confidentially maintains records and files to ensure that information is as up to date as possible, recognizing that this information must be kept accurate and current for use by others
- Provides advice and assistance to students on all aspects of their academic experience, including progression and requirement matters for their chosen degree
- Provides troubleshooting support for student course registration. Provides appropriate advising/referrals when required. Follows established procedures and protocols for supporting student appeals, escalating registration issues, and processes related to course registration
- Manages and coordinates advising appointments for current/prospective students using an online appointment booking system in relation to more complex inquiries or requests for assistance
- Maintains comprehensive knowledge of admission criteria and degree program requirements for all Faculty of Science programs as well as the selection criteria of high demand and quota programs
- Provides quality service and advice, contributes to the creation of a supportive team, and identifies ways to improve services to students, colleagues and the university community
- Works closely with other university support services to ensure that student inquiries are addressed in a timely and effective manner
- Adheres to all University policy and regulatory requirements, including FOIP legislation
- Fosters and maintains positive and cooperative relationships with the Admissions Office, Enrolment Services and other student affairs and service offices across campus in order to provide seamless and efficient student support processes

**Qualifications / Requirements**:

- A post-secondary credential (degree, certificate, diploma) is required or equivalent experience
- A minimum 3 years directly related experience in an advisory role. Must demonstrate examples of utilizing judgment within capacity of the role
- A minimum of 1 year of student administration and student advisory experience in an undergraduate post-secondary institution is required
- Experience with PeopleSoft or a similar business system would be an asset
- Ability to work in an open, team-oriented environment with regular distractions and interruptions is required
- Demonstrated experience working in an environment with peak periods and a high volume of inquiries
- Highly developed communication skills (both written and verbal), strong listening skills and the ability to probe for additional details is required. Experience explaining/resolving complex student inquiries would be an asset
- Demonstrated personal coping strategies, including the ability to manage stress levels that are moderate to high based on volume and demand
- Must exercise discretion and good judgement in dealing with confidential or sensitive matters
- Proven organizational skills and high attention to detail

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