Academic Advisor

  • 0 yrs
  • $ Not Disclosed / YEAR

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Job Description

Term: 14 months
The position is responsible for academic advisement of students in the Faculty of Science, with a particular focus on programs/students that are the responsibility of the Science Undergraduate Office (SUO). This position serves as a resource for and supports officers and members of the Faculty of Science in areas of policy and practice.
Student Advising

Maintains in-depth and current knowledge of the areas of expertise that are relevant to the position, including, but not limited to:

Science undergraduate curriculum and academic requirements for all programs;
Science admissions regulations and practices, including transfer credit regulations pertaining to a wide variety of academic institutions;
the University policies and Faculty regulations of particular relevance to student issues; and
the sources of support and help that are available to students, both within and outside the University

Provides academic advising on course/program selection and changes, degree requirements, course selection, and all academic issues for a designated group of students
Monitors the academic progress of their group of students through the use of data extracts and provides outreach/academic counselling to students in academic trouble
Co-ordinates the academic progression and advisement for their group of students. This responsibility includes assessing students’ academic standing and completion of course requirements; communicating with the Manager, Academic Advising regarding problem cases; and generating appropriate comments for the Office of the Registrar
Retains signing authority for the approval of academic program changes, course changes, and Applications to Graduate
Provides assistance to students with Letter of Permission requests including the assessment of course equivalency and overall approval of such requests
Aids students in the preparation of petitions
Determines if interested students are eligible to participate in international exchange programs.
Maintains appropriate contact and communication with those offices and entities elsewhere in the Faculty, in the University, and in the outer community that are particularly relevant to the areas of their own responsibilities
Applies a continually evolving understanding of both the breadth and boundaries of their authority in relation to their duties

Support to the Manager, Academic Advising

Informs the Manager regularly and frequently of activities and developments within their jurisdiction
Consults regularly and frequently with the Manager on matters pertaining to the curricular, engagement, and retention functions of the SUO and on matters of a sensitive nature
Participates in regular meetings of the SUO team to discuss consistent application of regulations and procedures and advance seamless support to students in the Faculty of Science
Prepares written reports on a variety of matters within their jurisdiction either on their own initiative or at the request of the Manager or Associate Dean(s)
Provides administrative or other support for SUO initiatives
Advises and responds to inquiries of students interested in enrolling in any Science program/plan


Attends meeting of the Science Undergraduate Studies Committee
Attends meetings of appropriate committees and/or working groups, and participates in events, in the Faculty and/or University

Recruitment, Engagement, and Student Life

Participates in the block enrolment and course selection process for newly admitted students
Participates in the Faculty’s transition and retention programs for undergraduate students
Attends Universities Fair, Fall Open House, March Break Open House, and other venues/events when necessary, acting as part of the Science recruitment team


University degree, a Bachelor of Science degree preferred; equivalent combination of education and experience will be considered
Minimum of three years in area(s) of undergraduate student activity in an academic advising setting
Experience providing sound academic advice and interpreting academic policy
Knowledge of the Faculty of Science undergraduate curriculum, academic requirements, and admissions.
Competencies include communication (oral and written), interpersonal, report-writing, organizational, research, and analytical skills.
Familiarity 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
Uses diplomacy, tact, good judgment when interacting with students, staff, and faculty
Proficient with MS Word, Excel, PowerPoint; Quest, Waterloo Inquiry; WCMS, ASIS/OAT, DMS, SharePoint
Travel: Ontario Universities Fair. Working Hours: Regular working hours, some evening/weekend work required

Vaccination Requirement Statement
Effective May 1, 2022, the University suspended its Vaccination Requirement. Prior to May 1, pursuant to this Requirement, all University employees were required to submit proof of full vaccination against COVID-19 (subject to the University’s obligations under the Human Rights Code to accommodate employees who were unable to receive a vaccination). The University’s Vaccination Requirement website can be found here:
The pandemic is ongoing and public health advice continues to evolve. Accordingly, the University reserves the absolute right to reinstate the Vaccination Requirement on short notice, and upon such reinstatement you will be required to comply. You shall also be required to comply with any new health and safety policies/requirements implemented by the University from time to time, including new policies/requirements related to mandatory employee vaccination. As the University may need to reinstate the Requirement on short notice, it will continue to collect and maintain up-to-date information on employee vaccination status. Please submit your Covid-19 vaccine status (QR code) to:
Failure to comply with the Vaccination Requirement if it is reinstated, including failure to comply with any future amendments to the Vaccination Requirement, or failure to comply with new health and safety policies/requirements implemented by the University, including those related to new mandatory employee vaccination, shall result in discipline up to and including termination of employment.
The requirement to be vaccinated, if reinstated, will be subject to the duty to accommodate pursuant to the Human Rights Code. If you are unable to be vaccinated for reasons related to a ground protected under the Human Rights Code, you may submit a written request for accommodation with an explanation of the reasons and/or any supporting documentation. If you request accommodation, the University may follow up with you for further information if necessary.
Equity Statement
The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.  As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at  or 519-888-4567, ext. 45935.

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