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Student Services Advisor At University of Waterloo

Location: Waterloo, Ontario

Job Description

Overview

The Student Services Advisor provides assistance and advice to students seeking academic guidance and/or personal counselling. There are two Student Services Advisors in the Engineering Undergraduate Office (EUGO), which support all clientele. Although they share many front-line duties, they also perform some tasks independently.

Responsibilities

Student Service
  • Provides initial assessment and first level advice for undergraduate clientele
  • Delivers appropriate triage and directs priority matters and students in crisis to the appropriate academic advisor or counsellor
  • Books student appointments with Engineering Undergraduate Office personnel, including Associate Dean, personal counsellors and academic advisors.
  • Notifies students of changes to scheduled appointments and of mail/document pickup
  • Answers main telephone line and general EUGO email inquiries
Customer Service
  • Assists co-op students with payroll instructions for TA work-term placements in the EUGO
  • Signs out keys and textbooks to teaching assistants and staff and follows up on returns
  • Distributes office supplies to co-op student teaching assistants
  • Books office conference rooms
  • Interacts with New Media Services regarding urgent printing requests for exams and special reports, for letterhead, business cards and for office copier needs
Administration
  • Enters student course-override forms in Quest and files by term
  • Solicits and processes nominations for Sandford Fleming teaching assistant awards
  • Contacts course coordinators to gather textbook information; processes orders and acquires desk copies from publishers
  • Organizes committee documents for archives
Office Operations
  • Reconciles office supply purchases using Unit 4 reporting
  • Purchases office supplies with UW PCard and allocates monthly expenses
  • Arranges catering for regular instructor/student meetings twice each term and processes invoices
  • Keeps up-to-date safety information posted and replenishes first aid kits; performs fire warden duties
  • Contacts Plant Operations regarding work requests and Custodial Services for regular office/lab maintenance and between-term cleaning
  • Contacts Procurement Services for office purchases as needed
  • Contacts IST regarding changes to staff and teaching assistant telephones
  • Maintains office laptop and booking calendar
  • Prepares items for surplus declaration and confidential shredding
  • Arranges for projector maintenance in teaching labs annually
Record Management
  • Scans counselling client registrations, including privacy policy and release of confidential information forms
  • Maintains key permit records and follows up on borrowed and lost keys
  • Retains detailed textbook order information
  • Stores PCard records and purchase requisitions following UW retention policy
  • Assists with filing of first year student documents
  • Distributes student files to home departments on completion of 1B
  • Scans course outlines, midterm and final exams for archives
Other
  • Performs other duties and assists with other tasks as needed

Qualifications

  • Post-secondary degree/diploma or equivalent combination of education and experience
  • Administrative support experience, preferably in an academic environment
  • Excellent interpersonal and communication skills, oral and written proven ability to interact across students, faculty and staff
  • Demonstrated ability to work under pressure and flexibility to deal effectively with change
  • Experience interacting with young adults in a university setting during transition year from high school
  • Excellent organizational skills with attention to detail
  • Ability to work independently as well as with a team
  • Knowledge of UW policies and procedures; undergraduate rules and regulations in the Faculty of Engineering
  • Willingness to learn Counselling Services booking system
  • Working knowledge of Microsoft Office and Outlook
  • Competency in exhibiting compassion, particularly with clients under stress or in emotional crisis
  • Demonstrated ability to exercise judgement and discretion when handling confidential information
  • Demonstrated ability to work with a colleague on shared front-line duties
  • Knowledge of Quest for student records, enrolment and course override forms
  • Management of generic email account for general inquiries
  • Knowledge of Unit 4 financial system
  • Knowledge of Centre Suite (PCard) system for office supply purchases and allocation of expenses
  • Care of office equipment functionality including Xerox for copying and scanning
  • Familiarity with Concur for out-of-pocket expense claims
  • Use of web-based shipping system