Intermediate Specialist, Academic Advising

University of Ottawa•Ottawa, ON

2d•CA$80,942 - CA$102,245•Onsite

About The Position

The Faculty of Engineering strives to provide a learning environment that promotes excellence and innovation, ethical practice and responsibility towards society. Our workplace will challenge, energize and motivate you to be your very best while providing opportunities for career growth and professional development. Our work makes a world of difference in the lives of our students, who will become the next generation of leaders and change makers of our society. Our dynamic community is dedicated to building innovations that will not only help the advancement of technology, but solutions that will revolutionize the industry. We look forward to making the future TOGETHER! Position Purpose To create an outstanding student experience by providing guidance and advice on academic development, such as course and program of study selection, to students to ensure an exceptional student experience and student satisfaction. Plan and execute student interventions as well as give advice to students experiencing difficulties to increase student success and retention rates. Build strategies and programs to increase enrolment and retention rates as well as increasing visibility by promoting the University, programs and the Faculty’s services at various on- and off- campus events.

Requirements

Bachelor’s degree in education or a related field
Experience in the education field or academic advising or a combination of both
Knowledge of academic programs (ex. regulations, degree requirements, prerequisites and course descriptions) at the high school, college, undergraduate and postgraduate levels
Strong knowledge of and experience revising, interpreting, communicating and applying processes, policies and methods to individual cases varying in complexity
Experience providing client service
Experience elaborating strategies and activity plans for students
Experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access), word processing, Windows and Internet
Strong communication skills
Ability to solve problems, make fast decisions and negotiate with students
Organizational and analytical skills attention to detail and ability to work within tight deadlines
Listening skills and strong work ethics
Judgment, independence, diplomacy and discretion
Bilingual – French and English (spoken and written)

Nice To Haves

Experience in mentoring and/or coaching an asset

Responsibilities

Assess student needs: Review student files to ensure that identification, interpretation, analysis, and assessment of student needs support the students’ goals and respect the Faculty’s processes. May consult with colleagues and/or meet with students to further explore their needs.
Establish study plans: In consultation with students experiencing academic difficulties, develop a study plan which enables the student to improve his/her academic performance, reach his/her academic goals and promotes student retention.
Plan interventions: Ascertain the accuracy of the diagnostic outcomes and considerations to ensure the quality of the intervention and review and revise the intervention plan to make sure that it will address the student’s needs.
Execute interventions: Meet with students experiencing academic difficulties to provide guidance by informing them and giving them advice on programs of study, program and course prerequisites, graduation requirements, departments, agencies, institutions and other on- and off-campus services. When necessary, will refer students to the appropriate services (ex. tutoring services), departments or support tools.
Give advice to national and international students, student mobility, and experiential learning: Counsel national and international students to ensure full integration to their program of study as well as student life on campus. Provide guidance to students participating or interested in participating in the student mobility program by providing information on the program, course selection and equivalences, etc.
Follow-ups: Meet with students, when necessary, to monitor their progress and take appropriate corrective measures as necessary to address student concerns and student retention risks.
Direct students to the appropriate authority: Audit to ascertain that students are in fact referred to the appropriate service or resource person (ex. program supervisors, services, tutoring services, etc.), based on their needs, either self-identified or through University assessment processes.
Admission: Follow-up with students when there is a modification in course selection to ensure it meets the requirements of the identified program.
Modification to the program of study: Review student requests relating to modifications to their selected program of study in order to explore with them possible options as well as to provide guidance and advice on the selection of their academic options. Ensure that student files are analyzed according to the Faculty’s processes and that eligibility to the program of study is validated and, when eligible, finalized.
Course selection and registration application process: Give advice to students on course selection and the registration process, so students can make informed decisions. Support the student’s course selection, when reasonable, by proceeding with the registration process and making sure it is completed.
Retention: Review the student list to identify students experiencing academic difficulties and/or other issues and meet with these students to determine the cause of their difficulties. Provide guidance and advice to these students based on the nature of their identified needs and difficulties and track progress with them to ensure that they persevere and achieve their educational goals. In cooperation with colleagues, proactively develop and participate in the ongoing development of guideline initiatives for student retention. Identify factors and recommend initiatives to improve student retention rate.
Scholarships and awards: Follow-up with the Financial Aid and Awards Service to provide them the list of recipients. Follow-up with students by sending letters and organizing a reception to congratulate them.
Graduation: Participate to graduation ceremonies to demonstrate the Faculty’s support.
Recruitment activities: Establish trust between the University and the target population by participating in recruitment activities as well as maintaining relationships with other associations. As an ambassador for the University, promote the University of Ottawa as well as its programs and services during commercial fairs and recruitment events.
Public relations: Represent the faculty and the University of Ottawa during events and receptions.
Communication with university community: Act as an expert-advisor to the university community and external partners by providing information on academic development.
Communication with student population: Participate to mass communication initiatives aimed at the student population to ensure the quality and accuracy of the information provided.