Term: 18 months
The incumbent is responsible for academic advisement of first year undergraduate students in the Faculty of Engineering and for the interpretation and guidance of University and Faculty academic policies as they relate to current students. The incumbent also provides assistance and support to the Director of First Year Engineering (FYE) and the First Year Advisors, as well as to the first year engineering teaching team and members of the Engineering Undergraduate Office (EUGO).
Responsibilities:
Supervision
The incumbent supervises the Scheduling Specialist & First Year Engineering Assistant (SSFYEA)
Manages recruitment, supervision, coaching, training/skills development and performance to meet first year engineering goals and objectives
Reviews and updates job duties and description
Supports the SSFYEA with non-routine tasks and during periods of heavy volume
Assists with course scheduling issues and conflicts when necessary
Student Advising
Provides academic advice on degree requirements, options and enrolment/course selection
Identifies students in academic jeopardy and provides guidance on their options
Advocates on behalf of students requiring special accommodations/allowances or non-standard arrangements
Exhibits understanding of crisis management for students experiencing personal difficulties, and provides advice and referrals when appropriate. (i.e. Counselling Services)
Provides assistance to students who are absent due to extenuating circumstances
Provides guidance to students resuming their studies after an extended absence
Approves and handles student schedule changes and course override requests (drop/add electives, online courses)
Provides assistance to students in the preparation of petitions
Arranges non-degree programs, Reduced Load Program, Qualifying Program for Re-admission and Voluntary Strengthening terms
Provides information and updates for the first year website
Manages student records as required by Policy 46 (Information Management)
Provides support for stream change requests for both current and incoming students
Administration
Reviews and analyzes academic progression reports for accuracy and codes student records. (i.e. assign SUPPS, clear failures, promotion decisions, DNW’s, milestones)
Performs the following tasks in conjunction with the SSFYEA:
Attends divisional and organizational meetings and records minutes
Maintains progress charts for students in special programs (i.e. RRTs, QPRs, etc.)
Updates and maintains the First Year Engineering database
Assists with electronic marks processing as needed
Makes alternate arrangements for midterm conflicts and special exam sittings
Processes grade revision forms, including coding of term decisions
Assists the admissions team with the review of on-line applications of prospective students
Communications
Provides current and prospective students with an informed representation of the policies, processes and objectives of First Year Engineering
Communicates regularly with first year students on a variety of topics by way of the website, group email, information sessions and in-class announcements. (i.e. course enrolment/selection, CSE’s, options)
Notifies instructors of medical or extenuating student circumstances. (i.e. deferred exams, students with disabilities)
Provides recommendations to the Admissions Specialist on course exemptions for internal transfers
Responds to a wide range of inquiries from prospective and current students
Director Support
Informs the directors of special developments involving student issues
Arranges and attends meetings when required and records minutes
Updates student issues on First Year Engineering database for record keeping and Examination and Promotion purposes
Attends Examination and Promotions meetings with the Assoc. Director of First Year Engineering and advocates on students behalf as needed
Assists with student hiring for special projects
Screens telephone and e-mail inquiries from current and prospective students
Other Office Operations
Performs other duties and assists with special projects as assigned
Qualifications:
Post-secondary degree/diploma or equivalent education and/or experience
Minimum of three years of academic advising preferably in an undergraduate setting
Supervisory experience required
High degree of knowledge of UW academic progression rules
Customer service focused (students and faculty)
Demonstrated ability to make independent decisions and solve problems
Excellent interpersonal, organizational and communication skills
Competency in exhibiting compassion, particularly with students under stress or in emotional crisis
Resolve conflict actively and constructively, engaging in difficult conversations to find collaborative solutions
Excellent strategic thinking, sound judgment, tact, diplomacy, ability to manage confidential and sensitive issues
Proficient with the needs and concerns of students and commitment to student engagement and success
Proven ability to manage a large volume of work, conflicting priorities and deadlines
Good understanding of the coop system
Proficient in Microsoft Office and ACCESS
Working knowledge of Quest, LEARN, ASIS/OAT is an asset
Some weekend work is required for open house activities throughout the year
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