Academic Advisor, Pharmacy

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. The University is a welcoming workplace for those of all abilities, interests, and expertise.

Primary Purpose

This position is responsible for providing comprehensive academic advising and student support services to students in the School of Pharmacy's undergraduate programs, including the Doctor of Pharmacy (PharmD) professional degree program and Conditional Admission to Pharmacy (CAP). The position promotes student success, academic progression, retention, and wellbeing through individualized advising, the interpretation and application of academic and professional regulations, and collaboration with faculty, staff, and university support services.

Key Accountabilities

• Student Advising
• Maintains in-depth and current knowledge of areas relevant to the position, including but not limited to:
• Doctor of Pharmacy (PharmD) curriculum, academic requirements, progression standards, and experiential education requirements;
• Administers the CAP status program, by serving as the primary liaison with CAP students and monitoring their success in retaining their CAP status in the first two years of Science at Waterloo;
• School of Pharmacy admissions regulations and practices;
• University academic policies, procedures, and regulations relevant to student success and progression;
• Professional and regulatory requirements governing pharmacy education;
• Student support resources available within the School of Pharmacy, the University, and the broader community.
• Provides in person and virtual academic advising to PharmD and CAP students regarding:
• Course selection and sequencing;
• Academic progression requirements;
• Program regulations and policies;
• Professionalism expectations, learner conduct, and support for professional development;
• Academic standing and performance concerns;
• Leaves of absence, program interruptions, and return-to-study planning;
• Wellness, accessibility, and student support services, including referrals for academic, personal, and mental health concerns;
• Financial aid, awards, bursaries, and referral to Student Awards and Financial Aid (SAFA) and other funding resources;
• Career exploration and professional development opportunities.
• Is flexible in providing office hours that meet the needs of all students; for example, virtual evening hours for students on clinical placements.
• Provides specialized academic advising and accommodation-related support to students registered with AccessAbility Services, including the review and coordination of accommodation plans within the context of Pharmacy academic, experiential, and accreditation requirements.
• Advises and supports students on policies and procedures related to academic considerations, student absences, and extenuating circumstances.
• Monitors student academic performance and progression throughout the term through the use of reports, grade reviews, and other available data to identify students who may be experiencing academic difficulty.
• Collaborates with the Undergraduate Program Manager to develop and implement appropriate interventions and escalation strategies.
• Coordinates academic progression reviews and advisement processes.
• Exercises delegated signing authority for student progression-related decisions.
• Maintains effective working relationships with faculty members, experiential education staff, student services professionals, and external stakeholders to support student success.
• Maintains accurate, timely, and professional records of all student advising interactions, recommendations, and decisions.

Support to Director of Admissions and Undergraduate Affairs

• Keeps the Director of Admissions and Undergraduate Affairs informed of activities, emerging issues, and developments related to student advising and academic progression.
• Consults regularly with academic leadership regarding student concerns, policy interpretation, progression matters, retention initiatives, and complex academic cases.
• Leads regular School of Pharmacy student services and academic affairs meetings.
• Prepares reports, statistical summaries, briefing materials, and recommendations related to student progression, retention, enrollment, and advising activities.
• Responds to inquiries from prospective students, applicants, current students, and faculty regarding academic programs, policies, and procedures.

Meetings

• Participates in School of Pharmacy faculty, staff, and committee meetings as required.
• Supports committees related to admissions, academic standing, student progression, curriculum, student awards, and student success initiatives.
• Attends university-wide meetings, working groups, and professional development activities relevant to academic advising and student affairs.

Recruitment, Engagement, and Student Life

• Contributes to recruitment and admission activities.
• Develops, implements, and evaluates student retention and engagement initiatives.
• Leads and coordinates CAP student engagement programming.
• Collaborates with faculty, staff, and student organizations to support student engagement, wellness, leadership development, and professional identity formation.
• Assists with the planning, delivery, and assessment of workshops and educational programming.
• Serves as a resource to student groups and supports student-led initiatives.

Required Qualifications

• Undergraduate degree required.
• Minimum of 3 years’ experience in academic advising, student affairs, higher education administration, or a related student support environment.
• Knowledge of pharmacy education, academic policies, student progression requirements, and university procedures.
• Strong understanding of student development, wellbeing, and success strategies.
• Excellent communication, interpersonal, counseling, and relationship-building skills.
• Proficiency with Microsoft Office applications and student information systems.

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. 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.