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Undergraduate Advisor, Engineering Student Centre, Schulich School of Engineering

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Job ID: 14252

Updated: November 15, 2017

Location: Main Campus

Position Overview

The Engineering Student Centre in the Schulich School of Engineering is currently seeking a Full-time Regular Undergraduate Advisor.

Reporting to the Manager, the Student Advisor & Student Support Coordinator will provide individualized facilitation, guidance and support to both continuing and prospective undergraduate students of the Schulich School of Engineering. The Engineering Student Centre serves in excess of 3,600 students handling all student affairs related issues from admission to convocation, including the annual student performance review, program placement, award selection, and approval of the convocation list.

The School currently admits approximately 800 students to the first year program and graduates over 650 students each year. The students participate in a broad range of academic activities in eight degree programs.

Frequent interaction with a diverse group of internal and external clients will require a high level of discretion, flexibility and integrity to ensure positive outcomes. Proper time management is also essential as there will be multiple concurrent deadlines, and tasks within an environment of heavy workload and continuous change. Teamwork, collaboration, communication and a supportive attitude are highly prized in this challenging environment.

There will be minimal direction on the performance of day-to-day duties. There is an expectation that the incumbent will review his/her own work for errors. Careful attention to detail and accuracy is essential as the consequence of error is high, given that there are potential impacts on various aspects of students’ academic situations.


This is a regular, full-time position, 35 hours per week, Monday to Friday, 8:30am-4:30pm however some overtime work may be required during peak periods.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

General:

  • Advise continuing and prospective students empathetically and accurately on their academic program requirements, university and faculty regulations, with issues and alternatives considered according to individual circumstances
  • Able to resolve a wide range of registration issues for continuing students
  • Contribute to developing and improving administrative processes and guidelines, including cyclical reporting processes relating to admissions to ensure efficiency and effectiveness
  • Respond effectively to a high volume of telephone, email and in-person inquiries from a wide variety of sources, working together with other Student Advisors to ensure inquiries are addressed in a timely and accurate manner and ensuring full coverage and service to students throughout peak periods
  • Monitor student progress toward degree completion including all aspects related to academic review (unsuccessful second attempts, probation, requirement to withdraw, grade changes)
  • Draft and send correspondence to advise students of their academic review status and update/maintain records as required
  • Maintenance of the Engineering Student Centre D2L site

Specific Accountabilities/Tasks may include:

  • Appropriately advise exchange, varsity, modified, open studies and visiting students of requirements and assist with registration as required
  • Assist with the process for approving students for graduation ensuring that the graduation list is properly approved and submitted
  • Advising students in the Combined BSc (Engineering) / BComm Program and coordinating with the Haskayne School of Business on administrative support duties related to the program
  • Activities related to graduation and convocation, including the APEGA Iron Ring ceremony
  • Activities related to the annual academic review of students
  • Preparation for program placement (data inputting, administration, notification) in support of decisions including the process of placement into minors.
  • Coordination and administration of the following: Academic Turnaround Program (ATP); supplemental exams; deferred exams; USRIs
  • Resolve students time conflict issues as required
  • Activities related to Academic Misconduct – correspondence, tracking, Calendar regulations, appeals, system procedures
  • Activities related to the reappraisal of grades
  • Activities related to scheduling/timetabling and registration matters
  • Activities related to supporting the Engineering Academic Success Centre – correspondence with Learning Assistants (peer tutors), preparation and assistance with Success Seminars / Skills for Success for Engineering program

Qualifications / Requirements:

  • Post secondary Diploma or Degree in Business or a related field and three years of directly related experience. Previous experience in a Post-Secondary environment would be considered an asset
  • Excellent interpersonal skills appropriate to student advising (listening, conflict resolution, diplomacy, patience, empathy), including having to be firm and make tough decisions
  • Detailed knowledge of engineering program requirements in addition to faculty and university regulations, processes and procedures
  • Knowledge of university systems such as PeopleSoft for Student Administration would be a valuable asset and appropriate computer skills (MS Office) are essential
  • Ability to handle many complex tasks in parallel, while meeting deadlines and maintaining accuracy and quality control
  • Proven organizational skills with an ability to set priorities and complete multiple tasks within specified timelines in order to meet deadlines
  • Demonstrated ability to take initiative and work both independently and as part of a team within a large, complex, dynamic and sophisticated organization
  • Demonstrated professionalism, tact and maturity in handling highly sensitive and confidential information ethically and with discretion
  • Proven customer service skills to provide timely information to a diverse clientele respectfully and effectively
  • Excellent oral and written communication skills to draft clear, concise correspondence, as well as to respond to enquiries with tact, confidentiality and discretion

Application Deadline:  November 14, 2017

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Specialist Advisor Job Family, Phase II.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information about the Schulich School of Engineering visit Careers in the Schulich School of Engineering

 

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.

The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

 

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