Undergrad Program Coordinator and Advisor`

Overview

Term: 1 Year

The Undergraduate (UG) Program Coordinator and Advisor enhances the quality of the undergrad student experience, and is a key contributor to student success, ensuring the delivery of academic and administrative services to undergraduate students. This includes responsibility for the smooth and efficient operation of the undergraduate programs in a manner consistent with the unit’s strategic plan, and primary academic advising students. This position reports to the Administrative Manager/Officer and is also accountable to the Associate Chair/Director for Undergraduate Studies. In cooperation with the Associate Chair/Director UG, the Undergraduate Program Coordinator and Advisor is the central resource for program planning and interpretation of UW policies and procedures relating to the undergraduate program and administration. In partnership with the Administrative Manager/Officer and the Associate

Responsibilities

Program administration including, but not limited to:

• Provides strategic advice to the Associate Chair/Director for Undergraduate Studies to ensure full operation of the undergraduate program(s) in compliance with University policies and procedures.
• Manages a portfolio of student-related functions from program/unit orientation to graduation and develops critical administrative systems and processes, updating, refining, and streamlining as necessary.
• Provides proactive management of all academic unit undergraduate programs, degree plans, including specialization and minors.
• Ensures continuity when transitioning academic administrators through effective record keeping, training and mentoring
• Advises Curriculum committee in collaboration with the associate undergraduate chair/director, vets and oversees proposals for revisions/additions to plan curriculum and unit course offerings, which may require consultation with other academic or academic support units; prepares agenda submissions for unit approval, which are then forwarded for governance approval. Responsible for annually reviewing and approving UG calendar text to ensure approved updates to programs, plans, and courses are reflected correctly.
• Ongoing development of procedures for managing enrolment, program/plan changes, academic progression, and degree advisement.
• Reviews academic progress of students each term and determines the appropriate academic standing decision to be applied in consultation with the Associate Chair/Director for Undergraduate Studies.
• Supports the Administrative Manager and Chair/Director with documentation and logistical support required for the Institutional Quality Assurance Process (IQAP) and site visits. Where a program is recognized and governed by professional accreditation requirements, sources and provides additional records, and participation in related meetings.
• Monitors, evaluates, and communicates data; Works with Environment’s UG Operations Team to provide statistical reporting.
• Develops and executes strategies for promoting courses with low enrolment.
• Develops and maintains content for undergraduate web pages.

Student support and advising including, but not limited to:

• Provides skillful, confidential advising to students regarding their individual course and program/plan selection and career goals, sensitive to the needs of a wide client base.
• Proactively identifies students who may be struggling; is the primary contact advising students in crisis, providing direction to resources in a confidential manner. May require immediate action to connect students with resources or practical assistance. Maintains in-depth knowledge of university and community supports available to students for crisis management, well-being support, financial support, or other needs.
• Advises students regarding undergraduate policies and procedures, including how to prepare documents effectively; guides students through processes relating to petitions and grievances.
• Determines an appropriate course sequencing plan with all transfer students (internal and external) based on transfer credit assessments to meet degree requirements.
• Provides advice to UG students who are interested in pursuing academic credentials offered by their unit, such as minors. Provides resources to students enrolled in their plans who are interested in pursuing academic credentials from outside their unit.
• Conducts degree checks throughout a student’s UG career. Supports and strategizes with students nearing graduation, to ensure degree requirements are/will be completed by chosen convocation date.
• Advises students who are in academic jeopardy on academic pathways, supports, and resources.
• Aids students and acts as liaison with Co-operative Education regarding work term sequencing.

Admissions/Recruitment including, but not limited to:

• Participates in undergraduate recruitment events and activities, providing knowledgeable information about the programs/plans through informative and engaging presentations and answering questions from prospective students and parents.
• Approves OSS, Non-OSS, re-admits, and internal transfer student admissions to programs.
• Coordinates the assesses and authorization of transfer credits from internal and external institutions, and course exemptions and waivers to the degree requirements.
• Reviews and recommends entrance scholarships and awards to incoming students.

Course and exam scheduling including, but not limited to:

• Collects and summarizes unit teaching constraints for the Chair/Director’s approval; submits the unit timetable for courses each term in consultation with the Chair/Director and/or Administrative Manager/Officer.
• Determines course reserve and section needs; resolves scheduling issues affecting enrolment.
• Co-ordinates course scheduling with other departments/schools on campus in cases of held-with and cross-listed courses to ensure that core courses do not conflict.
• Schedules course offerings each term meeting the deadlines in accordance with the scheduling cycle set forth by the Registrar’s Office.
• Reviews final course schedule for accuracy and meeting unit’s needs; creating a conflict free class schedule for all unit programs/plans; assign proctors or undergrad TA’s where necessary.
• Works closely with the course instructors and Registrar’s Office, developing a conflict free final exam schedule. Maintain online course repository, ensure all syllabuses are submitted and published each term.

Student events, field trips, and engagement support including, but not limited to:

• Develops itineraries and schedules, arranges travel logistics and catering, creates promotional materials, and manages registration processes
• Provides direction and support for undergraduate social clubs; maintains active communication with students and groups using a wide range of communication tools
• Recruits volunteers for events, peer mentorship programs, and student representation
• Responds to a wide range of enquiries from prospective students and alumni
• As needed, participates in all undergraduate events including, Fall Open House, University Fair, You@Waterloo, Convocation, Academic Orientation, Campus Day in the Spring, and other events hosted by the department/school.

Health and safety responsibilities including, but not limited to:

• Ensure that health and safety (H&S) concerns/non-compliance are addressed by referral to unit Director/Chair and/or Administrative Manager/Officer or Faculty Health and Safety Committee for action.
• Coordinate/ensure the unit health and safety inspections are completed at the required frequency, following up on any issues.
• Maintaining unit H&S bulletin boards and signage, circulating health and safety related documentation/information to relevant parties and unit Hazard registry.
• Circulating the Safety Office E-Newsletter or other documents to relevant parties within the unit when received from H&S Coordinators.
• Collect and maintain faculty and student field trip/work forms/safety forms/emergency contact forms, etc. Ensure all safety procedures are followed for international trips.
• Maintain mandatory training records within the department.
• Attend Faculty Health and Safety Committee meetings each term.

General support including, but not limited to:

• Provides support for the organization of and/or participation in guest lectures, workshops, field trips, and events within the unit.
• Schedules unit meetings and retreats and prepare meeting package for distribution (agenda, minutes, reports etc.), take accurate minutes, and ensure a historical record is maintained and a database of all actions, standing motions, and orders are documented appropriately.
• Monitors and orders unit administrative and teaching supplies.
• Create, update, and maintain content on the website through actively seeking content from faculty and school members.
• Collects and stores course exams/midterms, arrange for shredding as per retention standards.
• Provides assistance and back-up support to other administrative staff, as needed.
• Create/maintain a current job procedure manual for this position.
• Other duties as assigned.

Qualifications

• Undergraduate degree desirable; equivalent combination of education and experience will be considered.
• Demonstrated undergraduate student program management, including experience in and commitment to providing academic support and counselling for undergraduate education and training.
• Demonstrated experience mentoring students for success.
• Excellent knowledge of and demonstrated experience interpreting University of Waterloo policies and procedures as they relate to this position and academic unit undergraduate programs.
• Experience in dealing with conflict resolution and the ability to proactively anticipate potential challenges and take the initiative to rectify situations.
• Ability to work both independently and collaboratively, developing and maintaining effective working Relationships.
• Excellent leadership/mentorship and interpersonal skills to present as a friendly, professional advocate for the unit and its activities.
• Proven listening, oral and written communication skills to foster good working relationships with a variety of clients including students, staff and faculty.
• Proven ability to communicate with undergraduate students, including distressed and academically struggling students and the ability to deal appropriately with confidential information.
• In-depth and current knowledge of the unit undergraduate curriculum, academic requirements, policies, procedures, and best practices.
• Superior analytical and problem-solving skills and attention to detail.
• Excellent organizational skills to manage multiple priorities in a high-pressure environment with changing deadlines and large volumes while maintaining detailed record documentation.
• Understanding and acceptance of managing diversity concepts, including self-awareness, in terms of understanding culture, identity, biases, prejudices and stereotypes. A willingness to advocate for change when institutional practices present barriers to different groups.
• Working knowledge of Microsoft Office Suite, SharePoint, as well as other UW specific programs.

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+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

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 athrhelp@uwaterloo.caor 519-888-4567, ext. 45935.