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Position Overview

The Faculty of Social Work is currently seeking a Full-time Limited Term Undergraduate/Graduate Student Advisor for approximately 1.5 years.

This position is based in Calgary and reports to the Manager of Student Services. The student advisor is responsible for the day-to-day administration of undergraduate and graduate programs and performs various administrative tasks specific to Student Services. Approximately 80% of time is spent on graduate and undergraduate program administration, graduate and undergraduate recruitment and student advising. 20% of time is spent on performing administrative duties related to Student Services, such as preparation for and coordination of student information/orientation sessions for prospective and newly admitted students and processing scholarship applications.

The work hours are 35 hours per week but there may be Student Services and recruitment events that require working outside regular business hours and travel to locations within Alberta and beyond.

Position Description

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

  • Provides effective and efficient student-centered advising related to undergraduate and graduate, including admission requirements, application and registration processes, fees, program changes, supervision, examinations, and convocation. Monitors student progression through program on a proactive and continuing basis to ensure program requirements are met.
  • Interprets and applies faculty and University regulations, follows established policies and procedures and advises students, faculty members, program directors and Associate Deans.
  • Provides program-related advice and assistance to faculty members, Program Directors, and Associate Deans.
  • Monitors student program requirements, course selection, program changes, supervision, annual reports, examinations, and convocation clearance. Identifies concerns and takes action to remedy.
  • Provides critical administrative role in processing applications for admission, prepares and maintains student files, and compiles and processes graduation related documentation.
  • Provides administrative support for deferrals (individual and class deferrals) and tracks their status. Assists with processing change of grade forms.
  • Responsible for co-developing and maintaining databases in order to produce accurate reports with regards to student applications, progress through the programs, and graduation.
  • Works with the Field Education Coordinators to ensure that students are properly registered in the appropriate Practicum and Integrative Seminar sections.
  • Organizes and attends meetings and takes meeting minutes on a rotating basis. Meetings may include: Student Services, BSW, MSW and PhD committee meetings, townhalls and recruitment events.
  • Interacts in a pleasant, respectful, and professional manner with students, faculty, staff and community members, in person, by telephone and by email with respect to information and work requirements.
  • In collaboration with the Student Services Manager and the Team Lead the advisor is responsible for planning and organizing student orientation/ information sessions (on-campus and online), campus residencies and other events for prospective and in-program students.
  • Works in collaboration with the Team Lead and/or Manager on creating presentations, promotional materials.
  • Acts as a facilitator and/or co-facilitator during information and orientation sessions.
  • The advisor is responsible for administering university and faculty scholarships both at the undergraduate and graduate levels. The advisor must be knowledgeable of the specific scholarships in his/her portfolio and adept in promoting the competitions, compiling and processing the applications, working with the chair and members of the scholarship committees, and entering/forwarding the nominations to the appropriate scholarship offices.
  • Demonstrates a strong desire to work in a team-based environment to meet team goals and to maintain a collaborative, efficient team interactions.
  • Utilizes excellent communication and negotiation skills, flexibility, initiative, and displays sensitivity to cultural diversity.
  • Possesses the ability to work under stress (particularly in periods of high volume with important deadlines) and to effectively organize and prioritize competing demands.
  • Interacts in a pleasant, respectful, and professional manner with students, faculty, staff and community members, in person, by telephone and by email with respect to information and work requirements.

Qualifications / Requirements:

  • A Post-secondary education in a related discipline or equivalent experience.
  • 3 years of experience with student advising and recruitment at a post-secondary level.
  • Experience in both undergraduate and graduate as well as on-campus and distance program delivery are an asset.
  • Excellent communication (both written and verbal), organizational and time management skills are essential.
  • Excellent working knowledge of university business systems, Microsoft Office applications, PeopleSoft or similar Student Administration System, Internet and web-based applications.
  • Extensive knowledge of university and faculty regulations, graduate and undergraduate policies and procedures is an asset.
  • Strong writing skills are required.
  • Ability to work under stress (particularly in periods of high volume with important deadlines) and to effectively organize and prioritize competing demands.
  • Ability to be flexible and manage a heavy workload during peak periods.
  • Ability to work within a team.
  • High level of accuracy and strong attention to detail.
  • Strong customer services skills and values.

Application Deadline: July 5, 2019 

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 Faculty of Social Work visit Careers in the Faculty of Social Work.

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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About University of Calgary

The University of Calgary is a publicly funded research-intensive university founded in 1966, with 14 faculties offering more than 250 academic programs, and more than 50 research institutes and centres. As one of Canada’s top comprehensive research universities, UCalgary combines the best of university tradition with the city of Calgary’s vibrant energy and diversity. Our main campus occupies a beautiful setting with a view of Alberta’s Rocky Mountains, and covers more than 200 hectares — an area larger than Calgary’s entire downtown. In 2016, UCalgary was ranked as one of the top 200 universities in the world by QS World University Rankings and Times Higher Education World University Rankings.