Position Information

JOB FACT SHEET

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POSITION INFORMATION Position Number: 15976 Faculty/Department: Faculty of Physical Education and Recreation Department ID: Click here to enter text. Unit/Centre/Institute Name: Click here to enter text. Working Title: Recruitment Coordinator/Academic Advisor Incumbent’s Name (if applicable): Click here to enter text. Incumbent’s Email Address: Click here to enter text. Incumbent’s Campus Address: Click here to enter text. Name of Supervisor: Click here to enter text. Title of Supervisor: Click here to enter text. Supervisor’s Email Address: Click here to enter text. Supervisor’s Phone Number: Click here to enter text. Hours of Work/Week: Choose an item. Actual Hours Worked (if Part-Time): Click here to enter text. Position Type: Choose an item. Special Requirements: Home Internet Access: Choose an item. Conflict of Interest Disclosure: Choose an item. Professional Accreditation: Choose an item. Second Language: Choose an item. Excluded Position Type Status: Choose an item. EFFECTIVE DATE (if different from date signed below): Click here to enter a date.

SIGNATURES: The signatures below indicate that all parties have read and discussed the content of the JFS FINANCIAL AUTHORIZATION:

______Name Signature Date

INCUMBENT (if applicable):

SUPERVISOR:

DEPARTMENT HEAD/TRUSTHOLDER:

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1. SIGNIFICANT CHANGES SINCE LAST REVIEW

2. POSITION SUMMARY

Reporting to the APO – Academic Programs with a dotted line to the Associate Dean (Undergraduate Programs), this position is the recruitment coordinator for the faculty. This position works in coordination with the other two Undergraduate Program Advisor positions in the Undergraduate Programs Office. The incumbent in this position is the one of the primary contacts for all students currently enrolled in the 5 undergraduate degree programs offered by the Faculty of Physical Education & Recreation (FPER), and is the primary contact for all prospective students.

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

Undergraduate Student Recruitment Working with the Associate Dean (Undergraduate Programs), the incumbent is responsible for developing the undergraduate student marketing and recruitment goals, strategies, and initiatives of the Faculty with the goal of meeting internal and university targets. This position carries out recruitment and promotion activities in an independent manner.

Activities:  Responds to inquiries from prospective students, parents, high school and post-secondary counsellors  Works independently as well as with both the Associate Dean (Undergraduate) and the University's recruitment network team, to develop and implement undergraduate recruitment strategies for the Faculty of Physical Education and Recreation  Prepares, oversees, and monitors the Faculty's recruitment budget  Develops recruitment/promotional materials and publications  Organizes and conducts recruitment visits to targeted high schools and post-secondary institutions throughout Alberta and across Canada  Contacts and communicates regularly with high school teachers and counselors to promote the Faculty and its programs, as well as provide up to date information and advice regarding both academic and non-academic concerns  Contacts and communicates regularly with other postsecondary institutions, in particular those with whom the Faculty has collaborative transfer agreements, to promote the Faculty as a desirable 'academic destination'  Organizes internal events (e.g. Open House), which includes booth design, presentation materials, and management of student volunteers  Manages and supervises the Faculty's Peer Support Program - a program that matches prospective students with current student volunteers who mentor the prospective students in regards to their academic program, and student life both at the university and in the faculty  Manages and oversees the work of a Practicum Student involved in recruitment activities  Works with the Faculty's Communications Team to develop promotional materials used in the recruitment activities, such as brochures, banners, and other printed materials

 Supports the Department of Athletics student athlete recruitment program by advising on academic requirements and eligibility  Maintains and updates the information displayed on the Undergraduate Student Information TV screens that are located in the Undergraduate Programs Office and the student lounge  Responsible for the outgoing communication to current FPER students, utilizing the Faculty's listserv

Undergraduate Student Engagement and Professional Development Working with the Associate Dean (Undergraduate) the incumbent is responsible for developing and implementing undergraduate student retention and engagement strategies and initiatives. This position is also responsible for developing and implementing professional development strategies and initiatives.

Activities:  Works independently as well as with the Associate Dean (Undergraduate) and the PERCS student group, to develop and implement undergraduate student retention and engagement strategies and activities for the FPER  Works with U of A Career Centre on the development of Career Forums and the Physical Education and Recreation Alumni Association (PERAA) to bring people in from a variety of related professional fields to talk about their career paths and/or people from professional programs (such as PT, OT, etc.), to discuss potential opportunities for Graduate and After Degree programs  Works with external professional organizations (e.g. Provincial Fitness Unit, Alberta Recreation and Parks Association, Alberta Therapeutic Recreation Association, Alberta Kinesiology Association) to ensure students have up-to-date and accurate information regarding certifications and other specific requirements related to careers in the field  Maintains up-to-date career information about the many diverse career opportunities available in each of the degree programs  Develops a variety of strategies to promote international practicum placements and study abroad opportunities  Plans, organizes and participates in Faculty specific orientation sessions  Liaises with alumni of the FPER to provide Professional Development opportunities for current students  Develops student surveys for current and post-graduate students

Records & Admissions  Issues "Academic Warning" letters to relevant students at the end of Fall Term  Calculates Convocation GPA (verifying those With Distinction), evaluates and assesses completion of degree program requirements, and authorizes final clearance for convocation  Processes Changes of Grade, Deferred Examinations, Re-examinations, Grades on Appeal, and Course Withdrawal forms  Reviews and submits Variable Course Data reports  Works with the Associate Dean to assess and recommend on all applications for "Emergency Course Registration"  Directly supports the Associate Dean (Undergraduate) through the provision of the program and records statistics as required  Evaluates and makes early conditional admission decisions for post-secondary applicants  Evaluates and makes final admission decisions for post-secondary applicants

 Determines admission outcomes for special cases (probationary status, non-matriculated applicants, and aboriginal applicants)  Assesses and approves course transfer credit from other post-secondary institutions (specific to the Alberta Council on Admissions and Transfer (ACAT))  Liaises with the Transfer Credit Coordinator in the Registrar’s Office  Advises and supports both the Undergraduate Admissions Committee and the Exceptional Athlete Admissions Committee  Liaises with the Registrar's Office in regards to admissions  Coordinates the Faculty's student awards committee and processes  Works with the Student Awards Office to coordinate the Faculty's participation in the University of Alberta entrance scholarship program, including the Academic Excellence and Scholastic Distinction programs

Academic Support  Participates as a member of the Undergraduate Programs Committee, Undergraduate Admissions Committee, Faculty Council, Academic Council and other committees as requested and other internal and external committees as required  Represents the FPER on the University of Alberta's Recruitment Network (RN)

4. KNOWLEDGE: Identify the minimum formalized training/education and/or qualifications required to prepare an individual to be functional in the position.

 Post-secondary education of a Bachelor’s degree or less with up to 18 months to become functional in the role  At least 12 months of on-campus experience (18 months preferred) as this would allow for one full cycle of duties  Excellent interpersonal, organizational, and communication (oral and written) skills  Superior public speaking ability  Ability to relate well to both small and large groups as well to both students, parents and other staff is critical  Strong understanding of and commitment to student-centered Student Services  A broad working knowledge of the field of study and developments in the fields of Physical Education, Recreation, and Kinesiology  Knowledge of the academic policies and procedures of the Faculty and the University of Alberta  Strong computer proficiency using the PeopleSoft Higher Education database and MS Office applications (Excel, Access, Word, etc.)  Must be willing/able to travel (Class 5 driver’s license required)

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? Template Updated October 2015 JOB FACT SHEET|4 JOB FACT SHEET

 Recommendations to students/staff/general public regarding admission requirements, program requirements, course selection, and career choices  Final approval on Applications for Admission and Re-admission  Final approval of degree completion  Assignment of Academic Standing  Approves all of the following forms: Course ADD/DROP, Withdrawal, Change of Grade, Transfer Credit, Application for Degree, Application for Course Audit, Leave of Absence, and Permission to Participate in Exchange  Composes and signs letters confirming graduation and full-time attendance for the Alberta Teacher's Association and other institutions  Completes and signs Letters of Permission for students wishing to take courses at other accredited institutions

B. For what actions is it necessary to consult someone? Are approvals or instructions verbal or in writing?

 Requested exception to a student's degree program (verbal)  Exceptions to normal Admission/Readmission requirements (written)

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.

 Inaccurately advising prospective students on admission requirements may result in a delay in admission to programs for students  Inaccurately advising current students on degree program requirements may result in a delay in degree program completion and the possibility of students needing to take additional courses to fulfill program requirements (extra time and money)  Incorrect assessment of a student's Academic Standing may result in a student continuing in their program in error or cancelling a student form their program in error  Incorrect assessment of a student's Application for Degree may result in granting a degree in error or delaying a student’s expected graduation date/convocation ceremony  Misinterpretation of calendar regulations, policies and/or procedures may have ramifications to all aspects of a student’s degree program

7. CONTACTS: Identify the contacts and the purpose of the interaction. A. Inside the University

 Associate Dean - Daily - Consultation  Registrar's Office - Weekly - Consultation  Faculty of PER - Staff - Daily - Consultation  Faculty of PER - Students - Daily - Consultation  Faculty of PER - Council of Students - Weekly - Consultation  Faculty of Education - Staff (combined program) - Monthly - Consultation

 Education Abroad Office - Staff - Monthly - Consultation  Other Departments and Faculties - Staff - as required - Consultation  Human Resources: WCB Claims - Staff - as required - Consultation  IST - Test Scoring Services - Staff - as required - Consultation

B. Outside the University

 Prospective students (high school and college/university transfer students)  High School Counsellors  Contacts at other post-secondary institutions  Alberta Teacher's Association  General Public

Information provided to others:  Explains the Faculty's admission, degree, and graduation requirements; appeal procedures as well as the University's relevant policies and procedures to a variety of stakeholders

C. Information Sources

 University Calendar  Web pages (within and outside of the University)  Calendars from other post-secondary institutions  Internal Faculty Degree Program sheets  Alberta Transfer Guide

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.

B. Please indicate how many staff members are supervised by the position.

Full-time employees: 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

 Computer work; intense visual concentration is greater than 50% of the time  Telephone calls  Travel  Photocopying, Faxing

B. What types of equipment or tools are used in the job?

 Standard office equipment (computer (desktop), printer, FAX machine, photocopier, telephone, calculator)  Vehicle travel

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.

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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