11963 - Undergraduate Advisor and Program Coordinator

Department
School of Public Health Sciences
Employment Type
Temporary
Time Type
Full-Time
Hiring Range
$49,349 - $61,686
Job Category
Administration
Job Location : Location
CA-ON-Waterloo

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.

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)
  Manage smooth internal and external student applicants and successful candidate transfers into the programs, in cooperation with the AD-UP; develop customized course sequences through assessment of student’s academic records
• 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
  Monitor and maintain the SPHS undergraduate website and develop webforms as required (e.g. Department Consent, HLTH 432/HLTH 472, co-op and internal transfer application forms)
• 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
  Represent the SPHS in recruitment and outreach events, including Ontario Universities Fair (OUF), Fall and March Open House, You @Waterloo Day, HEALTH Ready Day, and orientation week
• 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 co-op applications from 1st year Regular Stream students
• 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

• Bachelor’s Degree or equivalent education and experience
• Previous experience in student advising preferred
• Previous experience working with confidential information and the ability to work independently as well as part of a team is required
• Knowledge of the undergraduate curriculum, policies and regulations related to the University of Waterloo and the School of Public Health Sciences would be considered an asset
• Experience with website maintenance is required
• Experience using Drupal (web content management system) is preferred

• Advanced skills in MS Word and Excel are required. Knowledge of QUEST, Desire-2-Learn, Adobe Pro and PowerPoint and other UW software tools would be desirable

• Excellent verbal and written communication, organizational and problem solving skills

• Excellent interpersonal skills and proven ability to communicate with diverse populations

• The capacity and demeanor to deal professionally with faculty, students and other university administrative staff at the University of Waterloo, as well as other universities and organizations

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the

Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.