Academic Advisor

Department: Faculty of Education 

Job Type: Recurring

Full-time/Part-time: Full Time (>=1249 hrs/year) 

Campus: Brantford 

Reports to: Manager of Education Programs: BEd, Teaching Option/ Education Minor and International Ed

Employee Group: PAG 

Application Deadline: 01/03/2025 

Requisition ID: 8822 

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact. With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier’s thriving community has a place for everyone.

Laurier has more than 21,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well locations in Kitchener and Milton. The university is committed to providing an inclusive workplace, a flexible work policy and employing a workforce that is reflective of local and national demographics. Laurier's Waterloo, Kitchener, and Brantford campuses are located on the shared traditional territory of the Neutral, Anishnaabe, and Haudenosaunee peoples. This land is part of the Dish with One Spoon Treaty between the Haudenosaunee and Anishnaabe peoples and symbolizes the agreement to share, protect our resources, and not to engage in conflict.  Laurier's Milton campus is located on the traditional territory of the Mississaugas of the Credit, and part of the Nanfan Treaty of 1701 between the British Crown and the Haudenosaunee Confederacy.

Position Summary

Working in the Faculty of Education (FOE), the Advisor: Education Programs will have the principal responsibility of co-ordinating and providing academic guidance to Faculty of Education undergraduate students at the Brantford campus. The Advisor: Education Programs is responsible for collaborating on academic processes of Laurier education programs, across campuses.

The Advisor corresponds with staff at all Laurier campuses and institutional partners regarding student academic issues. The Advisor must operate with thorough knowledge of university regulations and their application to the Bachelor of Education (BEd), Teaching Option and Education Minor. They must work with a high degree of accuracy and be detail oriented. The Advisor will often see education students during periods of personal crisis, and must provide prompt, sympathetic and appropriate academic counsel. The Advisor: Education Programs is a support to the Dean, Associate Dean, and Chairs throughout the phases of program requirements for recruitment, progression, and graduation.

The Advisor: Education Programs supports the academic success of students taking education courses, and as required, will collaborate with Admissions, Records, Recruitment, Service Laurier, Teaching and Learning Services, Wellness, Career Services, and other Laurier departments as needed. Externally, the Academic Advisor collaborates with representatives from educational institutions such as Ontario College of Teachers, Ontario Teachers Federation and the Ministry of Education to provide appropriate professional development opportunities.

The Advisor: Education Programs must have a sound understanding of the policies and regulations pertaining to the University Calendar, and be able to interpret student transcripts to identify and establish a plan of action to assist students who are at risk. The incumbent will act as the key resource person for the Faculty of Education and associated graduate Faculty graduate Officers by providing essential information to these areas to ensure continuity of services within the Faculty of Education.  The Bachelor of Education program is governed by the Ontario College of Teachers.  The B.Ed students must comply to various regulations/expectations in order to be recommended for certification as an Ontario teacher.  In order to maintain the accreditation of our program, we must adhere to the Ontario College of Teacher’s expectations.  The Advisor: Education Programs will be required to have a sound understanding of these regulations.

Accountabilities

Academic Administration

• Works with the Dean/ Associate Dean, BEd and Teaching Option/Education Minor Chairs/ to set priorities and determine responsibilities for the academic year in relation to other institutional partners as needed for the purposes of information exchange and problem solving.
• Meets weekly with the Associate Dean and/or designate to address questions related to advising
• Develops resources for students, including planning sessions, developing and approving promotional material, delivering relevant sessions and hosting webinars.
• Under the supervision of the Associate Dean, reviews and updates the Academic Advising section of the website and the Academic Calendar sections pertaining to three undergraduate Education courses/programs (B.Ed, Education Minor and Teaching Option)
• Administers the progression and graduation determinations for the education students, including, calculating GPA, making recommendations regarding special accommodations, proposing solutions and program changes, and determining eligibility of relevant student graduation and Ontario College of Teachers certification requirements.
• Review and implement policies and regulations in order to comply with the Ontario College of Teacher’s regulations for the B.Ed program.
• Review and interpret the requirements for Year 1 and Year 2 BEd students in order to ensure proper progression through the program.
• Review and implement progression requirements for Education Minor and Teaching Option students.
• Collects, organizes, and analyzes data on enrolment and student performance.
• Thoroughly documents all student engagement and communications through transcribing meetings and conversations with students, ensuring accurate and current student files.
• Collaborates with Chairs to provide support and develop effective advising across programs
• Updates the Academic calendar, assists with minor curriculum changes and approval processes
• Liaises with Advisors/Chairs, administrators in other Faculties, and other administrative units (such as Wellness Centre, the Writing Centre, Accessible Learning and Enrolment Services) regarding academic regulations and policies and student referral

• Responds to the changing needs of education students through the innovative development of advising initiatives suitable to current student needs, including but not limited to workshops, peer mentoring, webinars, newsletters for education students
• Participates in regular meetings of all university Academic Advisors to discuss consistent application of regulations and procedures and advance seamless support to education students
• Designs, authors and edits written communication and educational materials
• Review content on the BEd, Education Minor and Teaching option websites to ensure sites are up-to-date
• Refers inquiries as necessary to the Dean and/or Associate Dean or to the appropriate academic department
• Creates and develops new communications strategies for students.
• Coordinates a broad range of communication functions to students and instructors via email, website and other communication.
• Provides relevant content and updates to the program websites to ensure its effectiveness as a communication tool
• Responsible for reviewing Program Handbooks, determine necessary changes and review with Associate Dean and Chair, collaborates with Program Assistant regarding the implementation of changes.
• Organizes the Orientation and Transition Day for incoming and graduating students in collaboration with the Associate Dean and Chair and schedules various professional development events for students. Liasing with external organizations (ie/Teacher Federations, Principals, School Board Administrators etc.)

Academic Success

• Provides day-to-day guidance and information to current and incoming Education students, including degree requirements, and relevant regulations and procedures in relation to students’ academic success.
• Establish office hours to service and respond to education students’ inquiries; being open to multiple interruptions during the day.

• Researches and provides information to education students about available and appropriate resources for student success
• Refers with recommendations, permissions and other materials requiring a Dean and/or Associate Dean’s signature as appropriate and communicates decisions to the Registrar’s Office.
• First point of contact in assessing student needs during periods of personal and academic crisis and provides procedural guidance on petitions, withdrawal from the University and other academic issues as well as making recommendations regarding student action plans
• Reviews academic records of potential graduates to ensure that they have fulfilled all program requirements.
• Monitors progress of “at-risk” education students; engages in pro-active communication with them; directs them to appropriate resources on campus (advising, educational and professional)
• Assists with the preparation, review, and update of the Academic Calendar
• Orient education students in the use of MyDegree, an online educational planning tool. Identifies potential errors with MyDegree and ensures prompt resolution.
• Investigates and resolves complex student issues, evaluates requests for student academic concession and provides appropriate advice, action, and follow-up.
• Assists education students with class scheduling (adds, drops, and withdraws) and provides guidance with enrollment related issues (pre-requisites, holds, restrictions, etc.).
• Provides proactive engagement through student success campaigns to targeted student populations, leveraging data-driven and holistic interventions.
• Assists with scheduling of courses in the Bachelor of Education program and Teaching Option/Education Minor courses, monitoring enrolments and waitlists
• Collaborates with B.Ed leadership team on Professional Development opportunities regarding events with Teacher Federations, Ontario College of Teachers, EQAO, etc.
• Coordinates Career Services events including Career Fairs/employment presentations, mock interviews, resume writing, etc.
• Coordinates with Awards Office to determine awards available to the education students
• Develops process for applying for FOE student awards and distributes the procedures to education students

Collaboration

• Collaborates with colleagues in Waterloo and Brantford to develop course builds               
• Assists with the registration process for education students including approving registration documents, responding to in-person, email, and telephone inquiries from students regarding course registration, and following-up with appropriate departments to ensure student issues are resolved.
• Collaborates with colleagues in Waterloo and Brantford in the development of transition and retention programming for new and returning education students.
• Develops and delivers programming for Orientation and Transition Sessions, including on campus and online events in collaboration with Advisor: Education Programs (Waterloo), Chairs and Associate Dean.
• Collaborates with the Practicum Office to coordinate schedules, provide advisement regarding student progress and serves on related committees
• Create synergies with the Practicum Office to coordinate schedules, provide advisement regarding student progress and serve on related committees

Recruitment

• Participates in retention and recruitment initiatives as directed by the Dean and/or Associate Dean and Chair, including collaboration with the Career Development team in workshop facilitation for students and faculties
• Liaises with the Recruitment Office to provide up-to-date information about recruitment events and about the BEd and undergraduate EM/Teaching Option
• Recruits prospective education students through participation in on and off campus recruitment initiatives, including open houses, webinars, and Ontario Universities Fair (OUF)

Continuous Improvement

• Maintains current knowledge of Academic Advising standards and best practices by attending and presenting at conferences and workshops.
• Maintains current knowledge of the Ontario College of Teachers policies, regulations and progression pertaining to BEd students.
• Maintains current knowledge of Education Minor and Teaching Option policies and progression requirements.
• Undertakes continuous learning and skill development in the context of student transition, retention and engagement with the primary purpose of developing, in conjunction with the Associate Dean, the most effective student engagement strategies.
• Maintains membership in Academic Advising organizations.
• Assists in refining and expanding of the overall academic advising process including the organization of individual and group advising
• Other activities/responsibilities as assigned by the Associate Dean in the support of the function of Academic Advising, including representation on committees, providing input to university publications, conducting research, attending conferences, workshops, promotional events, etc.
• Evaluates and makes strategic recommendations for areas of potential improvement and growth in Academic Advising and develops changes and policies to suit.
• Proactively identifies and informs the Dean, Associate Dean and Advisors of potential improvements related to curriculum, course offerings, course filters, MyDegree, etc.

Qualifications

• Minimum Bachelor’s degree from a post-secondary institution; Preferred Bachelor of Education degree; plus 3 years related experience providing academic guidance and/or advising in a university environment
• Demonstrated comprehensive understanding of academic programs, procedures, and policies at the undergraduate level, especially as related to the Bachelor of Education.
• An understanding of the course offerings, strengths, and academic culture of education programs
• Excellent verbal and written communication skills including the ability to handle a wide range of queries and problems with discretion, compassion and firmness as required.
• Strong organizational skills including the ability to manage shifting priorities, implement strategic planning and the ability to manage new initiatives
• Demonstrated experience in developing and presenting workshops
• Demonstrated skill and interest in providing academic advice and effective advising skills
• Excellent technical skills including knowledge of Word, Excel, Banner and Cognos
• Demonstrated initiative, ability to work independently and under pressure
• Detail-oriented and a high degree of accuracy in the performance of all tasks
• Prior teaching experience considered an asset
• Event planning experience considered an asset
• Proven experience as a team player and leader.
• Proven ability to identify problems and to deal with complex situations by probing for information, analyzing complex situations, and providing solutions.
• Demonstrated sensitivity and discretion in interacting with the internal/external community, regarding petitions, academic misconduct and other academic matters.
• Proven ability to respond quickly and decisively in a crisis in a calm and reasonable manner.
• Positive conflict resolution skills
• Exceptional customer service skills
• Ability to present a professional image of the Faculty of Education

Hours of work

This is a full-time one year recurring position with summer layoff scheduled from July 8 - August 6 annually. The normal hours of work are Monday to Friday 8:30 a.m. to 4:30 p.m. Flexibility of hours may be required to accommodate evening and weekend events when the incumbent will be expected to work outside the normal hours, including evenings and weekends. Where possible, the manager will adjust the work schedule to ensure no more than 35 hours per week is worked.

Compensation

Level: E

Rate of pay: $ 41.09 - $ 43.44 per hour with an annual step progression on anniversary date to $46.96 per hour. Considerations for new hire step placements include, qualifications and length/depth of required experience, relevant market rates for similar jobs, internal equity, and estimated learning curve in starting the job.

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.

Equity, diversity and creating a culture of inclusion are part of Laurier’s core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources. Contact information can be found at careers.wlu.ca/content/How-to-apply/

Should you be interested in learning more about this opportunity, please visit www.wlu.ca/careers for additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form.