University of Waterloo

Returning Candidate?

Undergraduate Advisor

Undergraduate Advisor

Requisition ID 
2018-2785
Job Category  
Academic Services
Department 
2950 - School of Computer Science
Job Status 
Regular Full-Time
Hiring Range 
$44,335 - $55,419

More information about this job

Overview

The Undergraduate Advisor provides academic advice to undergraduate students enrolled in Computer Science courses and provides administrative support for undergraduate operations.

Responsibilities

Student Advising

  • Advise undergraduate students (from all Faculties and from other universities) regarding program requirements, program changes, plan modifications, enrolment issues, academic deadlines and other issues in accordance with University policies and procedures
  • Independently assess and confidentially document student problems
  • Provide approval for Course Selection, Course Override, Plan Modification and basic Standing and Promotion petition forms
  • Identify and refer complex or unusual student issues or concerns to the lead advisor; assist with investigation and problem-solving as required
  • Maintain and edit undergraduate studies web pages including, but not limited to, course descriptions, plan requirements, advising information, FAQ
  • Communicate undergraduate programs with managers and staff in the SCS Undergraduate Studies Office, numerous personnel from other Faculties and Departments who deal with teaching, recruitment, enrolment or academic records
  • Maintain current knowledge of policies and procedures concerning undergraduate students, academic programs, and document retention
  • Receive visitors to the Undergraduate Studies Office and help with inquiries

Administrative Support to Undergraduate Operations

  • Manage the reading course and undergraduate thesis course process
  • Take minutes at committee meetings related to Undergraduate Studies
  • Monitor and keep a record of decisions of the UAPC, School Council and University Senate, and inform Director of Undergraduate Studies of status of outstanding items
  • Maintain teaching resource library and process orders for textbooks and reservations of materials held in the DC Library

Supplies, Equipment and Records Management

  • Maintain office reference lists, bulletin boards, and committee files
  • Update and disseminate informational memos, meeting documentation, and student advising materials in collaboration with the lead advisor
  • Complete purchase requisitions approved by the Undergraduate Studies Support Manager
  • Maintain and monitor confidential undergraduate studies records, including secure document disposal according to University policies
  • Maintain a task manual and information pertaining to the incumbent’s job

Other Administrative Duties

  • Provide administrative support to lecturers (e.g. expense claims, exam printing, booking rooms, submitting forms)
  • Special assignments related to undergraduate studies and undergraduate recruitment for the School including assistance with various events
  • Provide backup to the Administrative Coordinator for Undergraduate Studies during times of absence

Qualifications

  • A university degree or an equivalent combination of post-secondary education and relevant experience. A minor in computer science is an asset
  • Specific knowledge and experience in an undergraduate studies advisor role an asset
  • Experience working with students in a supporting role, such as a TA, etc.
  • Excellent communications skills
  • Maintains confidentiality
  • Demonstrates a sensitivity to diversity 
  • Ability to identify students in crisis and direct them to the appropriate resources 
  • Understanding of student needs and concerns, and best practices and techniques related to student engagement and success
  • Proven ability to listen carefully and respond to complex accounts of customer needs and accurately summarize the information for others
  • Demonstrated ability to take the initiative, and accurately complete detailed work
  • Excellent interpersonal and relationship-building skills with a demonstrated ability to handle faculty, staff and students from around the world with tact and diplomacy
  • Must have the proven ability to exercise sound independent judgement, understand and interpret complex policies, and handle confidential information
  • Able to work independently and as part of a team in a busy office environment with multiple deadlines and conflicting requests
  • Intermediate ability to use computer applications including word processing, database management, spreadsheets and web page editing