Undergraduate Advisor and Program Coordinator

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.

Responsibilities

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 opportunitiesMonitor 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 brochuresRepresent 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

Qualifications

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

Equity Statement

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 or, ext. 45935.

Full-Time