Job Description

Description
This position is a part of the Non-Academic Staff Association (NASA).
This position offers a .
Location - This role is in-person at North Campus, Edmonton.
Working at 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, Metis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.
The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.
Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. .
Working for the Faculty of Agricultural, Life & Environmental Sciences (ALES)
The Faculty of Agricultural, Life & Environmental Sciences (ALES) at the U of A provides solutions to global challenges relating to agriculture and food, the environment, community and individual well-being, and bioresource innovation. Comprising four departments (Agricultural, Food & Nutritional Science; Renewable Resources; Resource Economics & Environmental Sociology; and Human Ecology) and more than 40 undergraduate and graduate programs, ALES turns science into solutions that encompass the entire human experience.
ALES Student Services supports over 1700 undergraduate and 600 graduate students from orientation through to convocation. We pride ourselves on providing compassionate, proactive, accurate and individualized support to our students; working to ensure they get the right advice at the right moments.
Position Summary
Reporting to the Manager, Student Services, the Student Programs Coordinator supports the effective administration of program-specific support and advising within the Faculty of ALES, working closely with both graduate and undergraduate students, student services staff and the Dean's Office administrative team.
Duties
Advising Support

• Manages drop-in advising, assists students with making booked appointments.
• Acts as front line advisor over the phone, email and in person with due regard to university and faculty policies including application, admission and convocation processes, deadlines, ALES student forms, tuition remission forms, academic standing and appeals policy, calendar regulations, deferred exams, re-exams, grades, document requests, course load, degree requirements, graduation information; and referrals to campus and department resources and many other requests.
• Sorts and assigns email inboxes, voicemails and Freshservice tickets for the advising team.
• Reviews and approves student withdrawal and registration change requests.
• Processes ALES-specific student forms.
• Manages student records, including following the file retention schedule for any physical files, and supports the ALES advising team in keeping thorough and accurate student records.
• Provides significant administrative support for large student services-related tasks, such as Academic Standing (including appeal process), Admissions, Convocation, USRA's, SPOT and Faculty-specific Awards.
• Works closely with the ALES advising team to proactively support student well-being and engagement throughout their undergraduate and graduate programs.

Events and Communications

• Coordinates Faculty Orientation programs for graduate and undergraduate incoming ALES students, including room bookings, catering, etc.
• Maintains and monitors student newsletter and distribution lists, and screens and posts messages.
• Maintains accurate and timely bulletin board displays and SUTV postings.
• Attends Annual Open House as an Ambassador for ALES programs and supports the recruitment team with pre- and post-event tasks as needed.
• Provides support for and runs ALES student events.

Front Desk and Reception

• As the main 'face of the faculty', the successful candidate will provide friendly and accurate greetings, referrals, wayfinding and problem-solving to a wide range of community members, including students, staff, faculty and the public.
• Maintains a clean, organized, and welcoming Front Desk area.
• Assists with the Dean's office administrative projects.
• Ensures all services and referrals are provided equitably and inclusively to all community members, including those from under-represented groups, including indigenous persons; members of visible minority groups, persons with disabilities, and to persons of any sexual orientation, gender identity and expression.

Qualifications

• 2 years of postsecondary education are required.
• Preference will be given to applicants with University of Alberta and ALES-specific backgrounds.
• Significant work experience in a postsecondary setting, which could include work as a student staff.
• Demonstrated ability to develop and maintain positive, professional, collaborative working relationships with both internal and external stakeholders.
• Excellent verbal, written and interpersonal communication skills.
• Excellent attention to detail and level of accuracy in detail-oriented tasks.
• Ability to thrive in an environment with multiple priorities and ongoing projects.
• Ability to follow strict confidentiality guidelines, FOIP, records management protocols, and to follow all UAPPOL and University regulations.
• Awareness of resources and the ability to refer students in distress.
• PeopleSoft, FreshService, Slate, Google Suite and GSMS experience is highly preferred.
• Mental Health First Aid, Suicide Intervention, Community Helpers or other student wellness-related training.
• Experience in running events and public speaking skills.
• Working knowledge of university regulations and services.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.
We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms-physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of inclusivity and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.
The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Metis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.
L'Universite de l'Alberta s'engage a creer une communaute universitaire ou chaque personne se sent valorisee, ou les obstacles a la reussite sont elimines et ou des connexions enrichissantes peuvent se developper. Nous accueillons les demandes de toutes les personnes qualifiees. Nous encourageons les femmes; Premieres nations, Metis et Inuits; membres des groupes minoritaires visibles; personnes handicapees; personnes ayant une orientation sexuelle ou une identite et une expression sexospecifique; et tous ceux qui peuvent contribuer a la diversification des idees et a l'universite a postuler.
Note: This opportunity will be available until midnight July 31, 2025, Edmonton, Alberta local time.