Undergraduate Advisor and Program Administrator

Overview:
The Undergraduate Advisor and Program Administrator provides advice and guidance to undergraduate students and is responsible for the operation of the Geography and Environmental Management undergraduate programs, in a manner consistent with the department’s goals and objectives. The position provides administrative support to the Department Chair, Associate Chair, UG Studies and general support to the department.

**Responsibilities**:
Provides advice to current and prospective undergraduate students in Geography and Environmental Management plans including, but not limited to the following activities:

- Assemble student appeals, complete forms, append transcripts and other relevant documents
Assist students with form submission and sign all undergraduate forms (and, when required, correspondence on behalf of Associate Chair and the Associate Dean, Undergraduate Studies)
- Accountable to the Department Chair - for Statistics on the Undergraduate Program, as well as when courses need to be offered, and course issues that arise each term
- Responsible for sequence changes, in consultation with the Co-op Office.
- Accountable to the Registrar’s Office - Records and Admissions
- Undertake other activities, as assigned, by the Administrative Manager, Associate Chair and Department Chair

Oversee student academic progression, including, but not limited to, the following activities:

- Provide confidential, consistent and accurate academic advice on policies and procedures as they relate to the undergraduate students and programs.
- Screen academic progression reports each term, bringing reports with conditional or failing standing to the attention of Associate Chair(s); inform non-satisfactory students of standing on advice of Associate Chair
- Independently assess and confidentially document student problems and issues and, when appropriate, refer to the suitable individuals for follow-up
- Assess, and sign, Recommend to Graduate forms
- Submit grade revisions to the Registrar’s Office

Assist with course enrollment including, but not limited to, the following activities:

- Advise students on course selection, registration, and graduation requirements
- Organize and administer course sign-up for all years
- Issue Permission Numbers for students to add courses
- Block enrol first year students in required courses
- Process reading courses (GEOG 475)
- Process and maintain GEOG 490A/490B Senior Honours Thesis forms

Collect, maintain and disseminate information including, but not limited to, the following activities:

- Maintain confidential student records
- Maintain up-to-date chart of Department courses and plan check lists
- Maintain current undergraduate student information on several bulletin boards (in consultation with other UG advisor).
- Attend meetings of the Geography and Environmental Management Faculty of Environment Undergraduate Studies Committee, Faculty of Environment Undergraduate Advisors Committee
- Serve as a resource for students and faculty in all matters pertaining to Geography and Environmental Management plans
- Maintains files on Scholarships/Awards/Book Prizes and Silver and Gold Medal for the department
- Notify Canadian Association of Geographers of the top Honours graduating student for CAG Prize
- Responsible for collecting and coordinating all documentation to nominate students for the Alumni Gold Medal, the Governor General’s Silver Medal and Department Awards of Upper Year Scholarships
- Maintain Co-op work term reports on LEARN system
- Collection of all undergraduate course outlines
- Maintain a current procedure file for this position

Course scheduling coordinator including, but not limited to, the following activities:

- Liaison with Scheduling office, Department Chair, faculty members and other faculty units Create conflict free class schedule for all undergraduate courses and submit to Scheduling Office
- Responsible for all tasks related to the scheduling cycle
- Complete and submit final examination schedule and assign proctors
- Collect all final examination masters and deliver to Registrar’s Office for printing
- Serves as the GEM representative for scheduling purposes and is an active member of the Faculty Timetable Committee
- Book rooms for mid-terms, events and meetings pertaining to UG courses

Qualifications:

- Undergraduate degree desirable; equivalent combination of education and/or experience will be considered.
- 2+ years’ experience working in an academic environment within student services is preferred
- Experience with interpreting and advising on undergraduate policies and procedures
- Proven ability to guide students, foster constructive team relationships, and to work effectively with faculty, staff and students
- Basic experience with PowerPoint; SharePoint, OnBase Knowledge/Skills/Abilities
- Exceptional verbal and written communication skills, Proven ability to handle multiple projects with competing deadlines, prioritize