JOB FACT SHEET
POSITION INFORMATION
Position Number: 1643
Current Grade (if applicable): 8
Working Title: Undergraduate Student Advisor
Faculty/Department: Civil & Environmental Engineering
Department ID: Click here to enter text.
Incumbent Name (if applicable): Click here to enter text.
Campus Address: Click here to enter text.
Campus Phone Number: Click here to enter text.
E-Mail Address: Click here to enter text.
Hours of Work/Week: Choose an item.
 Actual Hours Worked (if Part-Time): Click here to enter text.
Name of Supervisor: Click here to enter text.
Title of Supervisor: Click here to enter text.
Supervisor’s Phone Number: Click here to enter text.
Supervisor’s Email Address: Click here to enter text.
Position Type: Choose an item.
 If OTHER, please indicate Position Type: Click here to enter text.
Special Requirements:
Home Internet Access: Choose an item.
Professional Accreditation: Choose an item.
Conflict of Interest Disclosure: Choose an item.
Second Language: Choose an item.
SIGNATURES: The signatures below indicate that all parties have read and discussed the content of the JFS
EFFECTIVE DATE (if different from date signed): Click here to enter a date.
FINANCIAL AUTHORIZATION:
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INCUMBENT (if applicable):
SUPERVISOR:
DEPARTMENT HEAD/TRUSTHOLDER:
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1. SIGNIFICANT CHANGES SINCE LAST REVIEW
With the creation of a new position (Undergraduate Program Administrator), the incumbent now has
supervisory duties. The newly created position will also allow the incumbent to focus more on improving
the Department Undergraduate Program, thus increasing the level of decision making and
responsibilities.
2. POSITION SUMMARY
Reporting to the Assistant Chair Administration and the Associate Chair of Undergraduate Studies, the
incumbent works closely with more than 900 undergraduate students to provide advice on program
requirements, academic performance and timetable management. The incumbent administers and
maintains all undergraduate student records and assists students whenever necessary with course
registrations. The incumbent is responsible for training, monitoring, daily direction, as well as, setting
work priorities for the Undergraduate Program Administrator. The incumbent also provides
administrative assistance to Associate Chair of Undergraduate Studies and acts as a resource to
department and faculty undergraduate and academic planning committees.
3. RESPONSIBILITIES/ACTIVITIES: Group activities into categories and list in point form each
duty performed until the major elements of the position are represented. Review each
statement to ensure that it accurately describes what is done and briefly, how it is done.
Please indicate the percentage of time spent on each of the major activities listed
1. Student Advising (75%)
 Advises prospective and current students on all matters related to the undergraduate
programs
 Responds to a high volume of program information requests via email, in writing and by
telephone
 Provides accurate and timely admissions information to students and the public, including:
admission requirements, application procedures, deadlines and program information
 Advises newly admitted students on course selections and assists with registration
 Maintains advanced credit, technical electives and compulsory studies information
 Completes student prerequisite checks regularly
 Manages all aspects of active and inactive student records and processes student academic
record changes (add/drop courses, section changes, permission to take courses, print
transcripts) using PeopleSoft
 Monitors student progress to resolve timetabling conflicts, identifies course deficiencies and
ensures students are aware of Program, Faculty and University requirements at all times
 Maintains accurate records of student interaction, decisions made and actions taken
 Applies established guidelines for course transfers and credits
 Initiates and administers re-examination process
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Responds to external requests for student information from post-secondary, government and
financial agencies while ensuring strict compliance to FOIPP legislation
Acts as a resource regarding financial and personal issues and directs students to appropriate
campus and external service departments
Prepares list of candidates for Undergraduate awards and entrance scholarships
Suggests topics to Department Communications Assistant for Undergraduate Newsletter
2. Information Coordination (10%)
 Processes course outline revisions and ensures up-to-date program information is published in
the University of Alberta Calendar and on the Civil & Environmental Engineering department
website
 Maintains program course outlines and liaises with faculty to process updates and revisions
 Maintains up-to-date information in the Departmental APC Binder
 Coordinates and monitors program and course information published in the University of
Alberta calendar to ensure accurate information and identifies and corrects errors
 Reconciles accuracy of University Secretariats Notice of Course Program Circular with respect to
changes proposed by APC Committee
 Communicates undergraduate website changes to Department Communications Assistant
3. Convocation (10%)
 Initiates and administers program graduation process
 Collects and processes “Application for Degree" forms and determines eligibility to graduate
(online report)
 Advises students of course deficiencies and provides a program path to facilitate graduation
 Processes accurate graduation lists for fall and spring Convocation and for APEGGA Iron Ring
Ceremony
 Calculates Engineering Graduation Average, First Class and Distinction for inclusion on graduate
lists
 Archives graduate student files and course matrices and maintains a graduate database
4. Other (5%)
 Provides ongoing administrative assistance to Associate Chair and serves as a resource to
department and faculty undergraduate committees
 Assists with undergraduate special events as required (Hard Hat Ceremony, Engineering Open
House, First Year Student Engineering Nights, Undergraduate Scholarship Information Night)
 Attends Academic Planning Committee (APC) meetings at request of Associate Chair to provide
program specific data and information and implements decisions of APC as they relate to
undergraduate programs
• Assists with the development and maintenance of Standard Operating Procedures with respect
to Undergraduate matters
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4. KNOWLEDGE: Identify the minimum formalized training/education and/or qualifications
required to prepare an individual to be functional in the position.
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Post-secondary education of a Bachelor’s degree or less with up to 18 months to become
functional in the role
Three years related experience in a post-secondary institution preferred
Strong customer service orientation, interpersonal skills, tact, initiative and a positive attitude
Excellent communication (oral and written), organization and problem solving skills
Ability to manage and prioritize large volumes of work in the face of strict deadlines
Experience with student administration system technology (PeopleSoft) would be an asset
Demonstrated ability to maintain confidentiality when working with highly sensitive
information
5. INDEPENDENCE OF ACTION: Describe the initiative required, the creativity and original
thought, and also the amount of direction and control received from the supervisor or standard
practices and precedents.
A. What types of decisions are made independently?
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The incumbent has full signing authority to approve student course requests, including but not
limited to: course add/drop forms, and "Letter of Permission" requests to enroll in courses
outside of the University of Alberta.
The incumbent is responsible for advising students in all routine curriculum related matters (i.e.
requirements for program completion) and makes independent decisions regarding program
paths
The incumbent makes independent decisions regarding student record management practices
and in the appropriate disclosure of student information to external organizations
The incumbent monitors course registrations and independently decides when to increase
course enrolment capacity dependent on maximum room occupancy
The incumbent sets priorities and directs the daily work of the Undergraduate Program
Administrator
B. For what actions is it necessary to consult someone? Are approvals or instructions verbal or in
writing?
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The incumbent prepares graduation lists and final grade data and ranking for Associate Chair's
verbal approval
The incumbent consults with Department Administration and Faculty to schedule classrooms for
lectures and labs. The Associate Chair/Chair approves the final timetable
The incumbent monitors student academic progress to determine eligibility for graduation. In
cases where courses are deficient, the incumbent monitors the student's progress to ensure the
required courses are completed within specified timelines and then passes the student's file to
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the Associate Chair for graduation clearance and approval
The incumbent presents calendar updates and revisions to the Chair, Academic Planning
Committee, and processes changes once approved by APC
The incumbent reviews transcripts and then consults with the Associate Chair to award transfer
credit and lab exemptions to students admitted from other postsecondary institutions
6. CONSEQUENCE OF ERRORS: Identify the extent of losses which result from mistakes in
judgment or poor decisions (typical instances, not rare or extreme ones), and the responsibility
for safety of others.
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Providing incorrect program information and advice to prospective and current students can
result in poor program planning and course deficiencies, and both time and financial loss to the
student and the program in cases where misinformation inhibits student registration
Timetabling mistakes will result in confusion to students and faculty and could result in financial
loss to the program in the case of cancellations due to classroom unavailability
Incorrect graduation lists presented to the Dean's Office will result in embarrassment to the
Faculty and Department
Miscalculating of Engineering Graduate Grade Point Average (EGA), First Class and Distinction
will result in embarrassment and, if undetected, a disadvantage to students
The inappropriate disclosure of student information can result in legal complaints against the
department and University
Failing to monitor student progress or record accurate data in student records will impede good
decision making when advising students or graduation eligibility and program paths resulting in
time and financial loss to the student
The incumbent serves on the front line as the primary point of contact to prospective and
current students and the public. Providing inaccurate information, misrepresenting the
department, faculty and University and performing duties in a manner that is not in students'
best interests will significantly impact student success and the programs ability to meet
registration targets
7. CONTACTS: Identify the contacts and the purpose of the interaction.
A. Inside the University
The incumbent interacts with Faculty of Engineering and Civil & Environmental Engineering students,
faculty, senior administration, technicians, advisors, and support staff, Registrar's Office, Timetabling,
Engineering Coop Office, AICT, and various student service departments across campus.
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B. Outside the University
The incumbent interacts with APPEGA, academic advisors from high schools and postsecondary
institutions, the general public, various government and postsecondary organizations.
C. Information Sources
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Registrar's Office for student records, PeopleSoft regulations and updates, forms,
authorization, timetabling, course changes
Engineering Co-op office for student records, Co-op regulations and work terms
The Faculty of Engineering for student records, deadlines, general information regarding
engineering programs and guidelines
Other Engineering departments within the Faculty for student records, course changes and
timetabling
Other post-secondary institutions for course information and student records
Internet sources for information regarding other postsecondary institutions, course information,
admission requirements, etc.
8. SUPERVISION: If this position is not required to supervise staff, please indicate “n/a”.
A. Describe all aspects of formal supervision required of this position. Please be sure to complete
Part B.
Lead hand - Incumbent is responsible for training, monitoring and daily direction of Undergrad Program
Administrator. Incumbent also sets daily/weekly priorities for program.
B. Please indicate how many staff members are supervised by the position.
Full-time employees: 1
Part-time employees:
Casual employees:
9. PHYSICAL DEMANDS: Describe the degree, frequency, severity, intensity and continuity of
physical activity and/or intense visual concentration required.
A. Activities
The incumbent is required to perform extensive work on a PC, searching and updating records which
requires attention to detail and intense visual and mental concentration. As a result, the incumbent is
required to sit for long periods of time entering data and working at a computer station.
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B. What types of equipment or tools are used in the job?
Computer
10. WORKING CONDITIONS: Describe the disagreeable aspects of the job environment in
relation to employee safety and comfort, and the severity and frequency of exposure to
workplace hazards.
Standard office environment
11. SIMILAR POSITIONS AT THE UNIVERSITY OF ALBERTA: Please list any position numbers,
titles, departments or incumbent names that may be considered to be similar.
Graduate Advisors within the department (position numbers 1593, 11619, 14267)
12. ORGANIZATION CHART: An organization chart is mandatory for the evaluation process to
be completed. You may include this as a separate attachment or file may be pasted/
embedded below
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