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Academic Advisor, Undergraduate Studies (second posting)

Download the PDF Summary and Qualifications

Administrative Unit : Office of Admissions, Registrar and Student Services (OARSS)
Supervisor : Assistant Registrar
Hours : 35.00

Functions :

Competition Number: 24-2017

Job Type: Regular - Full Time

Saint Paul University (1848) is the founding college of the University of Ottawa, with which it has maintained a federated relationship since 1965. Bilingual and on a human scale, it has nearly 1,000 students. It offers programs in: social communication, counseling and psychotherapy, canon law, public ethics, conflict studies, philosophy, theology, human relations, transformative leadership and spirituality, and social innovation. Saint Paul University offers an environment conducive to professional growth and competitive benefits.


Under the supervision of the Assistant Registrar (Office of Admissions, Registrar and Student Services – OARSS), the Academic Advisor, Undergraduate Studies is responsible for the following procedures: 1) Managing the registration process; 2) Managing registration records, academic records, and evaluations of student standing; 3) Monitoring undergraduate enrolment quotas; 4) Preparing student lists for convocation ceremonies; 5) Evaluating and preparing background material for student exchange programs (national and international).

The incumbent also advises and assists students in selecting their study program and courses, and informs them about the policies and services available at Saint Paul University (SPU) to support their transition to the university environment, their educational progress and their academic success. As part of the services promoting student engagement and retention, the incumbent identifies at-risk students and provides follow-up by advising them appropriately and referring them to the University’s academic success services.

The Academic Advisor, Undergraduate Studies participates in orientation, promotion and recruitment activities. In the absence of the Academic Advisor, Graduate Studies, he/she ensures the continuity of services to students.

Primary responsibilities

  • Manages the undergraduate registration and course selection process. Coaches students on making registration choices that meet their degree requirements while also fitting with their interests.
  • Negotiates the number of places to be reserved at the University of Ottawa (UO), and ensures compliance with course enrolment quotas according to the requirements of the various programs and faculties; recommends course cancellations or additions to program coordinators if and as required.
  • Reviews the academic standing of undergraduate students and makes appropriate recommendations on a case-by-case basis. Provides support to students by informing them about academic regulations and requirements, and recommending campus services that can help them make informed decisions and achieve academic success.
  • Reviews and evaluates the academic records of all degree candidates.
  • Authorizes letters of permission for courses taken at other educational institutions and through national and international exchange programs; maintains and updates the database of equivalencies.
  • Reviews internal applications for undergraduate course and program changes: reviews and approves equivalencies, exemptions and credit transfers for course and program changes.
  • Acts as the University’s resource and contact person regarding the content, interpretation and application of regulations, rules and procedures governing undergraduate studies.
  • Advises, guides and informs students about the various study programs and combinations available (majors and minors), course selection, academic regulations, scholarship program, admission criteria, student services, and all other aspects of their academic experience.
  • Reviews students’ academic records in order to identify at-risk students; meets with them and provides information about and referrals to appropriate support services.
  • Maintains in‑depth knowledge of SPU’s undergraduate, graduate and postdoctoral study programs and academic regulations, and a working knowledge of undergraduate courses in the humanities (human and social sciences) offered by the University of Ottawa.
  • Participates in the improvement of the uoCampus system through testing and validation.

Experience :

Education, Experience and Skills

  • University degree in a relevant discipline.
  • In-depth knowledge of the post-secondary education system, academic regulations and university services, acquired through post-secondary education or equivalent experience.
  • Experience in analyzing academic records and interpreting and applying regulations, practices, policies and procedures.
  • Experience in customer service in an academic support setting.
  • Strong communication skills (including public speaking), interpersonal skills and problem-solving skills.
  • Ability to work under pressure and meet tight deadlines.
  • Ability to work as part of a team.
  • Experience with a multicultural clientele.
  • Bilingualism (spoken and written).
  • Experience in computer systems and software.

Other information:

Work Schedule: 35 hours per week

Salary Scale:            







*Note that the hiring salary range is from the minimum to the standard.

We thank all applicants for their interest in this position. We will be contacting only those candidates who have been chosen for the next step of the selection process.

We are committed to ensure employment equity and we encourage the participation of all Canadians. If your application is successful and you think you need accommodation during the selection process, please notify us. Your personal information is protected under the provisions of the Privacy Act.