Department: | Faculty of Arts: Arts Undergraduate Office | September 1, 2012 revised May, 2014 | |
Grade: |
USG 4 (0.8 FTE) |
Reports to: |
Administrative |
The Arts Undergraduate Office (AUO) provides wide-ranging service to the Faculty of Arts as a whole as well as the University of Waterloo community in the areas of undergraduate curriculum development and change, and in the broad area of student engagement, which includes student recruiting, academic counselling and advisement, as well as any new initiatives focused on outreach, engagement and retention of new and current students. Specific activities and specializations of the AUO include
communications and publications, recruitment and liaison, applicant counselling, admissions and transfer credit assessment, student advisement, course counselling and confidential counselling, student academic discipline, academic and standings progress monitoring, transition and retention, enrolment management support, and curriculum development and support.
The AUO serves a clientele of approximately 4,000 undergraduate students (of an estimated 7,000 fulland part-time students in Arts) with a wide range of needs and interests, and other significant groups including a large and various audience of Arts Faculty applicants and potential applicants, the Dean of
Arts, Arts’ other Associate Deans, the Arts department Chairs and Associate Chairs: Undergraduate Studies, other offices and areas of the university, and other educational institutions and members of the public. Student clients may be full- or part-time, on campus or at a distance, OSS or non-OSS, domestic or international, young or mature, internal or external transfers, Honours Arts Year I, non degree, in
Honours Arts and Business regular or co-op, or in upper-year Liberal Studies.
The Student Services Assistant works closely with the Administrative Co-ordinator, who serves as the office manager in the AUO. S/he provides initial assistance to students seeking academic guidance, including initial screening of internal transfers from other Faculties, or into Arts major plans. S/he provides support in the general efficient operation of the AUO in areas pertaining to advisor appointments, and traffic flow.
The Student Services Assistant is one of 11 staff me Dean: Undergraduate Studies
Number of Arts departments: | 15+ School of Accounting and Finance, Stratford campus, FUAC, Balsillie School of International Affairs |
Number of Arts academic plans: | More than 230 majors, minors, diplomas, etc. |
Average number of student visits per year: | 4000 |
Average number of email inquiries per year | 2,000 |
1. Undergraduate Services for Students
2. Support to AUO Academic Advisors
3. AUO Academic Services and Activities
Serves as the receptionist for the general office; the Assistant is often the first contact for students, faculty, and others and ensures a professional, yet cordial, environment for all visitors to the Undergraduate Office.
Works effectively in a team environment in which all members of the office collectively contribute to the overall operation of the Undergraduate Office.
Ensures the timely and efficient operation of the Undergraduate Office in co-operation with the Administrative Co-ordinator:
Handles the day to day flow of student inquiries and requests;
Distributes mail delivered to the AUO;
Assists students in the use of AUO’s four self-service systems; provides technicalsupport as required;
Trains student staff members regarding reception duties, allowing for receptioncoverage in the event of his/her absence;
Ensures that office bulletin boards are kept up-to-date;
Ensures that handouts, such as forms and brochures, are up-to-date andcontinuously available for visitors and advisors.
Provides administrative support to other members of the AUO as required.
Responsible for AUO ELPE database management/records and fielding, triage for ELPEenquiries prior to directing matters to the Engagement Officer.
Informs supervisor of noticeable trends regarding the needs and concerns ofprospective and registered students.
Attends March Break Open House, and other venues/events when necessary, acting aspart of the Arts recruitment team.
4. Support to the Administrative Co-ordinator, Arts Undergraduate Studies
The Student Services Assistant may be called upon by the Administrative Co-ordinator to undertake special projects and tasks not included in the foregoing.
Significant Internal Relationships: