Intermediate Specialist, Academic Advising

University of Ottawa•Ottawa, ON

2d•CA$80,942 - CA$102,245•Onsite

About The Position

To provide the support necessary to ensure student requests are assessed, routed, eligible and processed respecting policies and processes. Certify the integrity and quality of publications created for the university community and the general public. Execute various administrative tasks, such as approving requests, completing forms and monitor various processes, and perform follow-ups with students and departments to monitor progress and enhance student retention objectives and create an exceptional student experience. Provide guidance and advice to students on academic development, such as course selection, modification to selected program of study, etc.

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 interpreting, communicating and applying processes, policies and methods to individual cases varying in complexity
Experience providing client service
Experience developing strategies and activity plans for students
Experience researching, analyzing data and writing administrative reports
Experience revising texts and publications
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 ethic
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 the identification, interpretation, analysis and detection of student needs and ensure they respect the University’s and the Faculty’s processes. Consult with colleagues and periodically meet with students to further explore their needs.
Ensure follow-ups are done to monitor and support student progress and ensure the appropriate corrective measures are taken as necessary to enhance student retention.
Ensure all student files for students with conditional acceptance and/or equivalences are analyzed, reviewed and tracked. Execute the necessary processes with other departments and faculties to finalize and update files.
Analyze and scan student files to determine their eligibility to their chosen program of study. When eligible, complete the proper paperwork and expedite the request with the appropriate departments and faculties.
Review each request pertaining to course selection and registration applications and validate their eligibility. Complete the necessary forms and take necessary steps with the appropriate departments and faculties to finalize the eligible requests.
Review file evaluations pertaining to academic performance. Consult with students to monitor their performance and satisfaction with their program of study. Identify at risk students by evaluating academic performances (ex. grades) and other indicators of academic performance and assign student files to the Chief of Academic Development and Student Retention.
Review the list identifying students experiencing academic difficulties and/or other issues. Validate that processes and procedures to identify these students at risk were properly assessed the department guidelines. Identify approaches to improve student retention rates and communicate with colleagues to initiate a course of action.
Approve course selection and ensure support and follow-ups during the entire process to provide timely responses. Validate the accuracy of information and finalise files (ex. allocation of credits received, exceptions to files entered into the system and updated in Rabaska, etc.). Establish and maintain a close collaboration with partners (ex. International Office, students, professors, host institutions, enrolment management, etc.) to ensure an integrated approach and quality of services.
Promote scholarships and awards to the student population by keeping them informed and making sure they have access to the relevant sources of information. Evaluate scholarship and award submissions using pre-established criteria.
Ensure that the primary file evaluations are accurate and executed appropriately. Ensure the integrity of data by reviewing data and investigating anomalies. Follow-up with students and perform the final file evaluations.
Review the established eligibility of students. Ensure that a close collaboration with other associations, such as COOP and Immersion, is established and maintained in order to provide an exceptional student experience.
Ensure that the dissemination of the overall publications aimed at the university community and general public are accurate and of the highest quality. Establish and maintain a relationship between the Communications and Marketing Office and the Undergraduate Studies Office to facilitate efficient processes and effective publications.
Act as an expert-advisor to the university community and external partners by connecting with students and other parties for the purpose of providing guidance on academic experience and development.