Undergraduate Academic Advisor

Updated: 7 months ago
Deadline: 19 May 2023

This position is a part of the Non-Academic Staff Association (NASA). 

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits .


This role is hybrid with a mix of remote and in-person. Work primarily takes place at North Campus Edmonton.

Working for the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Working for the Department/Faculty

The Faculty of Nursing is ranked the #1 Nursing Faculty in Canada, is among the top ten in the world, and annually receives over 3000 applications to the Undergraduate Programs. The Nursing Undergraduate Student Services Office oversees the admissions, progression, enrollment, success, and support of undergraduate nursing students.


Advises students on non-routine queries with respect to the academic program. Provides advice to students on academic decision making such as course selection. Assesses student applications based on policy and procedure. Makes decisions on the satisfying of degree requirements, academic standing, academic deadlines, and the acceptability of exchange and/or transfer credit.  Monitors student registration and tracking of out of sequence students. May provide advice on academic exchanges or course transfers. May be called on to assess student life issues and refer students to other resources. Escalates issues to Director, Undergraduate Student Services and Operations and/or Undergraduate Programs Leadership Team which may affect the success of a student or are outside of decision-making authority.  Provides coverage for the Undergraduate Advising Assistant as required.

In all facets of this role, this position endeavors to integrate and advance the University’s commitments to equity, diversity and inclusivity.  This position understands, fulfills, and promotes the health, safety and environment responsibilities identified in university policy.


Application Assessment

  • Processes applications for program admission from inquiry to decision stage. Ensures completeness of required information (e.g. transcripts, reference letters, etc.).
  • Conducts admissions reporting, including collecting and analyzing data to inform decision making processes.
  • Evaluates and makes decisions on applications for admission ensuring program admission requirements are met.
  • Evaluates domestic and international credentials.
  • Participates in documentation and procedure development.
  • Conducts research into the credit and course level systems for institutions and courses that have not yet been evaluated; develops and maintains a database of international and domestic transfer credit decisions.
  • Evaluates the records of international applicants to determine whether or not students qualify for admission and assigns transfer credit for the same.
  • Calculates Admission Grade Point Average (AGPA) from institutions around the world, converting to the U of A's grading system, using standardized weighted average conversion methods.
  • Exercises full signing authority to approve or deny applications.

Program Advising Post Acceptance

  • Advises continuing and prospective students on program related matters such as: advising on academic standing, providing GPA calculations and scenarios, providing options for activities (e.g. coop, student abroad), advising on program changes, advising on potential transfer credit and performing advanced program planning. 
  • Identifies, assesses, refers and advocates for students at risk.
  • Conducts continuing student reporting, including collecting and analyzing data to inform decision making processes.
  • Provides students with information about alternatives, limitations and possible consequences of academic decisions.
  • Coaches students to identify problems and possible strategies and resources. Advises students on larger life issues such as health, isolation, financial stress, career planning.

Program Decisions

  • Approves/denies program decisions such as: course-overload applications, requests for program interruption or deceleration, change of route, deferred examination applications, transfer credits, requests for student abroad and exchange programs.

Convocation/ Program Completion

  • Completes convocation clearing for graduates to ensure full degree requirements are met.
  • Reviews academic record to ensure program requirements and academic standing are met.
  • Evaluates and approves eligibility of students for degree specific notations such as: "With Distinction" or "First Class Honors".
  • Verifies program completion and certifies to the College of Registered Nurses of Alberta (CRNA) students can write the National Council Licensure Examination (NCLEX) and receive their Temporary Practice Permits to legally work in Canada.

Other Duties

  • Facilitates award and scholarship nominations.
  • Advises students and applicants of their rights and process under the Code of Student (or Applicant) Behavior, referring all affected students to the Ombud service.
  • Participates in recruitment events.
  • Liaises directly with transfer institution program advisors regarding; program and course changes; transfer credit; and admission requirements.
  • Undergraduate Office Project work relating to student initiatives

Minimum Qualifications

  • Undergraduate degree and/or a diploma in an appropriate area demonstrated with experience in course administration.
  • Minimum 2 years’ experience with program/administrative coordination.
  • Thorough understanding of databases and database integrity procedures is necessary.
  • Experience with PeopleSoft (student) a definite asset.
  • Experience with University Academic Calendar and Campus Solutions preferred.
  • Strong knowledge of University policies and procedures, affiliated partners and University business and academic scheduling procedures.
  • Knowledge of security controls, cash handling and reconciliation.
  • Problem solving and troubleshooting is necessary.
  • Able to work in a team setting as well as independently.
  • Able to organize oneself efficiently and effectively.
  • Able to meet tight deadlines and able to recognize timelines of other areas.
  • Excellent at clearly communicating with various parties (externally and internally) using a variety of methods including phone, remote, email, and in person.
  • Familiarity and good understanding of the principles and practices of providing excellent customer service and ability to implement these principles and practices in a positive, encouraging manner.
  • Experience with data monitoring preferred.
  • Ability to work in a fast-paced environment

Preferred Qualifications

  • Minimum completion of post-secondary education, University degree preferred (equivalent combination of education and experience may be considered).
  • Minimum of two years working within a student service and/or client-based environment, including experience with one or more of the following: student advising/counseling, admissions and records, and program administration.
  • Experience in contributing to team functioning.
  • Superior communication (oral and written) and interpersonal skills; keen attention to detail.
  • Intermediate computer proficiency using MS Office applications (Word, Excel and Gmail).
  • Knowledge of the academic policies and procedures of the Faculty and the University of Alberta is an asset.
  • Troubleshooting and problem-solving skills to anticipate problems, alert applicants, students, and administration to potential difficulties and suggest solutions.
  • Demonstrated ability to provide exceptional customer service.
  • Effectively triage and manage time effectively to meet concurrent time sensitive deadlines.
  • Ability to multitask, take initiative and excellent organizational skills.
  • Ongoing development is required, related to relevant technology and processes
  • Experience with student administration system technology in a post-secondary environment e.g. PeopleSoft (Campus Solutions), Slate, Academic Advisement Requirements Tool, and Alfresco.

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

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