Coordinator, Exploratory Advising

Description

The Student Success Centre in Student Experience and Support is currently seeking a Full-time Temporary Relief Coordinator for approximately 11 months.

As a member of a dynamic, student-centric team within the Student Success Centre, the Coordinator, Exploratory Advising reports to the Senior Specialist, Academic Advising. The Coordinator provides program oversight, development, and advising for a wide range of student cohorts served by the Student Success Centre, with primary focus on exploratory advising services for prospective, Open Studies, and in-program undergraduate students considering a program change. As an expert in exploratory advising, the Coordinator's main responsibilities will be the in-scope supervision of the Exploratory Advising team, the design, implementation and assessment of targeted University-wide advising programs to support exploratory students, Open Studies students pursing the University Entrance program, and campus advisors, and to advise students in developing meaningful educational plans. The Coordinator will play a key role in the recruitment, retention, and success of University of Calgary exploratory students, from the point of initial inquiry through to acceptance and successful degree completion.

The Coordinator, Exploratory Advising supports the development of Exploratory Team appointment and workshop schedules, program execution, student communications and outreach, and the mentoring and training of Exploratory Advising team members and faculty program advisors. The Coordinator is also responsible for the recruitment, training, and supervision of student-staff as part of the New Student Registration Assistant Program, offered during the Spring and Summer semesters. The Coordinator operates with minimal supervision of day-to-day tasks and is responsible for the quality of their own work.

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

• Work in collaboration with the Senior Specialist, Academic Advising to develop an overall plan, including deliverables and outcomes, to support exploratory students, University Entrance program students, and student advisors across campus.
• Lead the development of accessible, equitable, and inclusive programs and self-service tools to assist students in academic and interest exploration, timely degree completion, understanding rules and regulations, and preparing for university level study.
• Conduct best practices reviews, and reviews of other higher education institutions to inform advising strategies and the design and development of student support programming.
• Continuously assess and update exploratory programming to ensure all aspects are supporting the institutional goals of conversion, retention, and degree completion.
• Lead the development of training modules, advisor toolkits, workshop resources and professional development programming for faculty advising offices to support the transition of students through the Open Studies University Entrance program, and exploratory students overall.
• Provide proactive and tailored outreach, referrals, and intervention for the exploratory student population through various communication methods, consultation and collaboration with faculties and other support units.
• Work with Enrolment Services and the Admissions Office to manage services and develop effective communication strategies to ensure that prospective and Open Studies students feel supported in their exploratory advising needs by the University of Calgary.
• Report on and evaluate the effectiveness of advising programs and interventions.
• Ensure evaluation and assessment metrics are clear, consistent, and meet ethics approval as required.
• Maintain direct contact with and advise a caseload of exploratory and degree-seeking students; this includes meeting with individuals as well as small groups on an ongoing basis to build rapport, interpret the University Calendar, review degree requirements, and regulations, identify barriers, set goals, and develop action plans to support educational decision making.
• Closely monitor student progression through academic programs, and proactively identify at-risk scenarios and opportunities to create, implement, and measure support programing, to ensure progression requirements are met.
• Guide students to develop accountability for their decisions and an understanding of how those decisions impact their choice of program.
• Facilitate and interpret a variety of skills, personality, and interest activities.
• Assist students in identifying progression/success obstacles and concrete plans to help them move toward program selection and degree completion.
• Determines barriers, distractions, and complications affecting a student's success in a program.
• Ensure that the integrity of information provided to students is accurate and timely and is offered with discretion and tact.
• Identify and make appropriate referrals for additional wellness support and/or assistance from other units.
• Attend recruitment and other events/activities as appropriate.
• Provide in-scope supervision for the Exploratory Advising team, including managing schedules, service delivery, and advisor development.
• Hire, train and supervise student para-professionals and foster their development through meaningful professional development opportunities and activities.
• Provide recommendations to advising units across campus to streamline workflow procedures and improve service delivery to exploratory students.
• Develop training modules and facilitate training sessions for advisors on exploratory advising services, tools and objectives.
• Foster and maintain cooperative and trusting relationships with key student affairs and service units across campus to provide seamless and efficient student support processes.
• Be proactive in staying current with academic affairs and governance to understand, monitor and convey all aspects of curriculum, sequencing, academic status, registration and University policies and procedures for all student cohorts.
• Collaborate with faculty partners regarding student concerns, student progress and degree requirements.
• Support the contributions made to the institution's enrollment management initiatives by providing input and feedback when requested.
• Participate in and support all key departmental operations including tracking and analyzing statistics, proper file documentation, departmental meetings, long term and strategic planning, program assessment, and participation at events as required.
• Understand and monitor institutional priorities, decisions, and benchmarks.
• Participate in committees and working groups relating to student success and retention, enrolment management and recruitment and admissions.
• Participate in cross-training to assist in other areas when needed and to meet Student Success Centre priorities.
• Identify professional development needs and skill priorities; continues own personal development, learning, and training.

Qualifications / Requirements:

• Master's degree (degree in progress will be considered) in education, or higher education.
• 5 years of student services, student affairs, counselling or academic advising experience.
• 3 or more years direct experience in academic advising, preferably supporting exploratory, Open Studies, and/or prospective student populations.
• 2 or more years direct experience developing, implementing, and assessing programs specific to the needs of post-secondary students.
• Direct experience supervising para-professional staff.
• Knowledge of career development theory and practice as it relates to educational planning.
• Ability to lead a team of colleagues in implementing large-scale advising programs.
• Strong organizational and planning skills with the ability to establish priorities, manage multiple demands and meet deadlines.
• Demonstrated ability to engage in critical analysis and independent decision making, and to effectively consult when required including researching of best practices in new student programs.
• Thorough knowledge of University policies, procedures and requirements including the Freedom of Information and Protection of Privacy Act (FOIP).
• Strong general knowledge of admission criteria and degree program requirements for all faculties and their various programs.
• Excellent computer skills including experience using student online applications (such as schedule builder, degree audit, and student information management systems like PeopleSoft).
• Strong working knowledge of post-secondary student experience and needs across various students intersectional identities.
• Ability to successfully handle a large student caseload with a student-centric attitude.
• Outstanding interpersonal communication skills, including experience developing and facilitating presentations for students.
• Strong critical thinking, judgement, and decision-making skills.
• Demonstrated ability to be resourceful, creative, innovative, and flexible.
• Ability to work effectively individually and as a member of cross-functional teams.

Application Deadline:  March 20, 2025

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.

This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 3.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website. 

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, 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 academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role. 

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.