Front Line Advisor

Union (USW Local 1998) Job Opportunity
Office of the Registrar and Academic Advising
**Posting Date**: May 13, 2025
**Closing Date**: May 27, 2025
**Position Title**: Front Line Advisor
**Department**: Office of the Registrar and Academic Advising
**Appointment Type**: Continuing / Permanent
**Classification**: USW PB 9
**Salary**: $64,585 with an annual step progression to a maximum of $82,593
**Schedule**: Full-time, 35 hours per week.
**PURPOSE**:
**DUTIES**:
Front Line Support
- Serves as the primary point of contact, exercising judgment to address a diverse range of inquiries from students and visitors.
- Provides prospective and current students with information and advice on various aspects of the undergraduate student experience. This can include degree requirements; academic rules; tuition and fees refund policies; financial aid and scholarships; course selection; program enrollment; Letters of Permission; transfer credits; OSAP; impact on graduate studies and future employment.
- Assesses and identifies the root of the student’s concerns and provide the most relevant information quickly and efficiently, especially when the situation is time-sensitive.
- Anticipates student problems and provides appropriate options and solutions, including referrals to other staff in the department as required.
- Screens and make referrals to academic advising and learning skills programs and other resources or services.
- Resolves issues within the scope of the role and escalating problems as required. Provides basic support and general referrals to individuals in distress.
- Identifies and manages difficult and occasionally aggressive people at the front line and works to deescalate those situations. Refers significant cases to Associate Registrar as needed.
- Interprets and explains student fees. This includes, but is not limited to, reviewing and solving discrepancies on the student’s record, the impact of switching between full-time and part-time studies, impact on legal status and its effect on their government and/or external funding
- Maintains up-to-date knowledge of academic regulations, policies, including course, program, and degree requirements
- Works to ensure an efficient and effective flow of students and visitors to the Registrar’s Office.

Administrative Support
- Assesses and executes significant changes on a student’s academic records that may impact their academic progress or academic standing such as suspension, fees and legal status.
- Leads and manages the re-registration process for the office to ensure that students have a smooth and successful transition back to university. This includes, but is not limited to, verifying that the re-registration fee is collected correctly; provide initial advising on courses, program and transitional issues, fees, legal status and future academic goals.
- Triages and monitors various student cases on internal record systems such as SAS, E-files, and DEX
- Performs various transactional tasks on student record systems (e.g., ROSI, E-files, DEX, petition, SAS, etc.,) such as course enrolment management (e.g., Add/drop, LWD, CR/NCR, etc.)
- Supports the preparation, execution and occasionally the presentation of student-focused events as needed
- Prepares a range of letters confirming students’ registration status; troubleshoot letter requests with assistance from the Associate Registrar.
- Processes a variety of students forms (e.g., RESP, out of province loans, etc.)
- Responsible for checking and reconciling the re-registration fees each month before passing it to the Associate Registrar for processing.
- Receives Faculty diagnostic reports and update student’s records on ROSI (e.g., course, level of course, or legal status of student).
- Assists in calculating front line statistics and helps the Associate Registrar with data collection for reports.
- Assists the Associate Registrar in creating and maintaining resources that assist in delivering front-line services to Victoria College students
- Assisting the Secretary to the Board of Regents with the Senate, including sending out meeting notices, updating the Senate membership, taking minutes, and updating information on the Senate website.
- Assists with general office duties such as creating files for incoming students, purging files, data entry and daily correspondence.

Advisor’s support
- Pre-screens and triages student requests for special consideration.
- Pre-screens and collects the required documents for international fees exemption.
- Pre-screens student requests for academic advising appointments and directs them to the appropriate advisor.

Other
- Directs the activities of causal staff by serving as a resource to others by providing (non
- supervisory) administrative guidance and hiring the staff throughout the year under the supervision of the Associate Registrar. This also includes helping causal staff identify and develop their professional skills.
- Maintains professional learning by ke