The Student Services Assistant (SSA) is responsible for providing initial assistance and advice to students seeking academic guidance and has primary responsibility for email, telephone, and in-person inquiries, as well as booking academic advising appointments. This is the first point of contact for the office and constitutes the majority of the position. The Student Services Assistant also supports the Administrative Manager, the International Exchange Co-ordinator, as well as student engagement events.
Provides a comprehensive range of administrative support to the Arts Undergraduate Office (AUO) and other members of the department:
Responding appropriately to all types of inquiries related to undergraduate advising in person, over the telephone, and via email and making appropriate referrals as necessary;
Explaining processes and procedures where appropriate;
Transferring files and paperwork between the AUO and the Registrar’s Office;
Keeping a record of student-related documents delivered to the AUO (e.g., plan modification, internal transfer, petition, illness, Concurrent Degree proposals) and archiving/disposing of documents as appropriate;
Scheduling student appointments for each academic advisor and maintaining each academic advisor’s appointment calendar;
Maintaining student data in the AUO, including records of student visitors and file transfers. Preparing reports from this data as required by Associate Deans, Administrative Co-ordinator, or other AUO members;
Collecting and keeping a record of INC Agreement forms submitted by Arts departments, notifying advisors of noticeable trends, following-up with staff in the Registrar’s Office as required;
Ensuring the AUO’s two self-service systems are functional;
Ensuring that all information posted or available for distribution to students, in the AUO, is up-to-date;
Training new co-op students and other staff members who are responsible for covering reception
Supports the Arts International Exchange Co-ordinator (IEC), with duties including, but not limited to, the following:
Acting as the primary Arts contact for Waterloo International and incoming exchange students to assist them with course selection, availability, and enrolment approval processes;
Monitoring and responding to inquiries made to the email@example.com email account, referring specific inquiries or difficult/complex queries to the attention of the IEC;
Providing general guidance on international exchange issues, assisting students with course equivalent approvals
Guiding UWaterloo Arts students through the exchange program application process and the Waterloo Passport system;
Maintaining Arts exchange program files and databases (e.g., students, partner universities);
Updating and maintaining the Arts International Exchange section of the Arts website;
Scheduling student appointments for the IEC; maintaining the IEC’s appointment calendar
Supports the student engagement activities occasionally, with duties including, but not limited to, the following:
First-year student transitional events, including First-Year Course Selection, Orientation, Major Showcase, and Declare Your Major, etc.: booking venues, attending events, responding to inquiries, performing clerical duties
Orientation activities: data collection and organization, clerical duties.
Arts Valedictorian process: booking venues, responding to inquiries, receiving applications.
Maintaining the ARTS 101 waitlist;
Scheduling, preparing, and supporting workshops offered through the Arts student Peer Mentor team
Supports the Administrative Manager in a range of activities related to the timely and efficient operation of the AUO. These duties, include, but are not limited to, the following:
Assisting with the Faculty of Arts’ Academic Advisement Templates processes;
Maintaining lists of academic advisors and undergraduate co-ordinators in the Faculty of Arts, and AUO staff;
Reviewing, reconciling, and tracking monthly general ledger reports against source documents for the AUO’s budgets to ensure completeness and accuracy of transactions; draws concerns and variances to the attention of the AM as appropriate;
Planning and preparing workshops;
Updating key communication tools (i.e., website, calendar, handbook);
Organizing departmental events and other administrative tasks as required
High School Diploma with some post-secondary education preferred
Administrative experience, in an academic setting preferred
Excellent organizational, analytical, interpersonal, customer service, and communication skills (oral and written) required
Aptitude for attention to detail and accuracy are essential
Proven capacity to handle high volume and multi-tasking
Familiarity with Arts Faculty structures, academic departments and programs, and in particular knowledge of policies and procedures relating to undergraduate students an asset
MS Word: Intermediate
Experience using Quest and SharePoint is an asset
Event organization experience is an asset
Vaccination Requirement Statement:
All employees and students of the University of Waterloo are required to provide proof of being fully vaccinated or have an approved accommodation, in order to come to campus. You can provide proof of vaccination or apply for an accommodation on our Campus Check-in website. For more information, please refer to the University of Waterloo website: Vaccination Requirement.
The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.