Academic Advisor

Competition 1538

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta in the past 18 months will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

Location - Work primarily takes place at North Campus, Edmonton.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for the Faculty of Science

With over 8000 undergraduate students, the Faculty of Science has the largest undergraduate population at the University of Alberta.

Home to seven teaching departments, 18 museums and 9 centres and institutes, the Faculty of Science offers a welcoming and supportive environment for students, staff and faculty.

Position 

The Faculty of Science Student Services Office is responsible for the undergraduate student portfolio providing support to our students.  We are looking for a dynamic individual who is looking for a career in academic advising and student support. 

The Academic Advisor position is part of the Student Services team that advises students on non-routine queries with respect to their academic program. Duties include the provision of advice to students on academic decision-making such as course selection; assessment of student admission applications; making decisions on the satisfying of degree requirements, academic standing, academic deadlines, and the acceptability of exchange and/or transfer credit; and may provide advice on academic exchanges or course transfers.

The successful incumbent will have a focus on undergraduate admission. They may also be called on to assess student life issues and refer students to other resources and will escalate issues to their supervisor which may affect the success of a student or are outside of decision-making authority.

Duties 

Application Assessment

• Evaluates and makes decisions on applications for admission (domestic and international) ensuring program admission requirements are met.
• Conducts research into the credit and course level systems for institutions and courses that have not yet been evaluated; develops and maintains a database of international and domestic transfer credit decisions.
• Calculates Admission Grade Point Average (AGPA) from institutions around the world, converting to the U of A's grading system, using standardized weighted average conversion methods.

Program Advising Post-Acceptance

• Advises continuing and prospective students on program-related matters such as: advising on academic standing, providing GPA calculations and scenarios, providing options for activities (e.g. coop, student abroad), advising on program changes, advising on potential transfer credit, and performing advanced program planning.
• Identifies, assesses, refers, and advocates for students at risk.
• Provides students with information about alternatives, limitations, and possible consequences of academic decisions.
• Coaches students to identify problems and possible strategies and resources. Advises students on larger life issues such as health, isolation, financial stress, and career planning.
• Monitors the progress of students. Assesses a student's academic standing.
• Documents all student interactions and success plans. Re-connects with the student when necessary to monitor success.
• Interprets and communicates calendar regulations.
• Assists students in making academic decisions such as course selection, building timetables and using online registration systems, and degree requirements.

Program Decisions/Policy Development and Community Relations

• Approves/denies program decisions such as course overload applications, requests for program interruption or deceleration, change of route, deferred examination applications, transfer credits, and requests for student abroad and exchange programs.
• Supports the Associate Dean, Undergraduate in the formulation or modification of policies and identifies progressive and equitable policies and procedures that promote high academic and student service standards.
• Handles tasks and projects assigned on an ad hoc basis by the Associate Dean (Undergraduate) or Manager, Undergraduate Programs, sometimes acting on their behalf - such as the transfer process for the BSc/BEd Combined degree program or tracking and evaluating Education Abroad participation results. Must be prepared to stand in for the Manager, Undergraduate Programs, at meetings of university committees dealing with student-related issues (admission and transfer, for example).
• Acts as an expert resource to faculty advisors in science and medicine departments.

Convocation/Program Completion

• Completes convocation clearing for graduates to ensure full degree requirements are met.
• Review academic records to ensure program requirements and academic standing are met.
• Evaluate and approve the eligibility of students for degree-specific notations such as: "With Distinction" or "First Class Honors".
• Advises students of any program deficiencies and the consequences.

Minimum Qualifications

• A minimum completion of post-secondary education. A university degree is preferred (an equivalent combination of education and experience may be considered).
• Minimum of two years experience working within a student service and/or client-based environment, including experience with one or more of the following: student advising/counseling, admissions and records, and program administration.
• Proven writing and public speaking ability required.
• Excellent communication (oral and written), interpersonal and organizational skills.

Preferred Qualifications

• Proven ability to provide guidance and coach adult learners and advise students experiencing challenges to refer to appropriate resources as needed.
• Ability to work independently and to build and maintain professional working relationships as a trusted team member and positive representative of the Faculty of Science.
• Ability to work with multiple stakeholders, and coordinate competing demands.
• Proven ability to multitask, prioritize, and develop strategies to solve problems while maintaining superior accuracy.
• Strong analytical and organizational skills, including problem assessment and escalation.
• Ability to effectively communicate sensitive and/or complex material.
• Proven ability to communicate effectively with students and staff who may be in crisis and refer to appropriate services.
• Experience managing confidential material in accordance with the Freedom of Information and Protection of Privacy Act.
• Experience with student administration system technology in a post-secondary environment e.g. PeopleSoft(Campus Solutions), Slate, Academic Advisement Requirements Tool, and Alfresco.
• Proficiency in Microsoft Office, Google Suite, and file management systems.