Academic Advisor (Leave Replacement)

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Job Profile

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Department

Compensation Range

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge qualifications and experience for the the normal course employees will be hired transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

This is a full-time 18 month leave replacement position from March 30 2026-October 15 2027.

At UBC we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research innovation and learning for all faculty staff and students. Our commitment to employment equity helps achieve inclusion and fairness brings rich diversity to UBC as a workplace and creates the necessary conditions for a rewarding career.

Job Summary
Academic Advisors in Engineering Academic Services (EAS) are responsible for developing providing evaluating and assessing academic services programs and projects in order to support the academic success personal and professional development and retention of Bachelor of Applied Science (BASc) students. Academic Advisors in EAS lead projects and initiatives related to academic processes special population groups retention activities and other initiatives to support more than 5000 undergraduate students in meeting their academic goals.

Engineering Academic Services is responsible for providing academic advising for first-year students through to progression into their second year of studies. The unit also has oversight for academic processes for students at all year levels such as academic concession Second Year Placement graduation adjudication and sessional evaluation. The BASc program at the UBC Vancouver campus offers 14 programs each with its own set of complex and unique degree requirements requiring EAS Advisors to maintain knowledge of a wide array of program offerings and requirements. Additionally the Faculty of Applied Science spans both the Vancouver and Okanagan campuses requiring advisors to have cross-campus knowledge and the ability to collaborate with colleagues on both campuses and support students who move between the two campuses. Students may progress into the Faculty from UBCs Vantage College Engineering stream necessitating Academic Advisors to have an understanding of the College and its curriculum.

In addition to providing high quality and student-centered academic advising services this position has a substantial focus on developing leading and assessing projects related to academic services such as the Sessional Evaluation process Graduation Adjudication and entry into Minors and the BA/BASc dual degree.

Organizational Status
Reports to the Associate Director Academic Services as part of the Engineering Academic Services team. Incumbent works independently with initiative and considerable autonomy. This position works closely and collaboratively with colleagues within the Faculty of Applied Science and across campus including faculty members Program Advisors Enrolment Services Centre for Accessibility International Student Advising other Faculty Advising Offices the First Nations House of Learning and the Sexual Violence Prevention and Response Office (SVPRO).

Work Performed
Academic Advising and Student Retention

Academic Advising is a developmental process that supports students in clarifying their goals and the development of educational plans to realize these goals. It takes a holistic approach to the student experience and utilizes the support and expertise of the University to support students in decision making around their educational their work an EAS Academic Advisor:

• Assesses and interprets students academic and personal goals and academic performance to provide guidance and advisory services to support students in the development of holistic academic plans

• Develops assesses and delivers programming such as Orientations interventions and outreach for students at risk of academic failure special population advising and peer programs

• Using relevant research and data evaluates programs and services as a means to make and implement changes to service offerings and processes

• Investigates complex student issues and works to facilitate appropriate resolution including queries received from faculty members and campus colleagues. Investigates evaluates and resolves discrepancies in student records. Authorizes changes when appropriate

• Develops in-depth knowledge of UBC and Faculty policies and procedures and applies them to individual student circumstances determining when an exception to policy may be warranted

• Develops and maintains knowledge of academic advising standards and best practices to support undergraduate students. When relevant attends and presents at conferences and workshops and maintains membership in academic advising organizations

• Conducts research and prepares briefs data and reports related to advising services

• Leads investigations and resolves student cases of a highly complex nature. Investigates and evaluates discrepancies in student records. Authorizes changes when appropriate

• Provides interpretation of University and Faculty policies including inquiries of a complex and unique nature

• Develops and maintains a knowledge base of worldwide educational systems in order to advise students participating in exchange programs or coming from other global educational systems or are considering taking courses outside of UBC system

• Evaluates domestic and international transcripts and course outlines to determine appropriate transfer credit and year level

• Supports students in interpreting and managing complex information including how to use university tools and resources for ongoing degree planning

• Identifies and supports students in crisis either personal or academic and creates an environment in which those students are able to acknowledge difficulties and seek further help. Supports the student in the development of an action plan; advises the student on available academic options and campus supports and services including referrals to and collaboration with appropriate campus units. Cases are often complex and involve extensive collaboration with numerous campus stakeholders

• Supports the recruitment and yield of prospective students by representing the Faculty of Applied Science at information sessions such as the Engineering Open House as well as recruitment events

• Guides students towards a holistic and balanced approach to academics personal and professional development and health and wellbeing encouraging active engagement in learning and scholarly pursuits campus life and community engagement

• Participates in the ongoing development of processes for student records management scheduling and timetabling and student service processes such as Academic Concession requests placement and appeals applications Minor applications

Project Management

Academic Advisors advises students outside of the individual advising relationship. They evaluate and make recommendations for areas of improvement in processes and services and are responsible for individual projects that contribute to the strategic priorities of the unit and the Faculty. Advisors are responsible for developing and researching the initiative leading building consensus implementing evaluating and identifying gaps and recommending improvements.

Examples of projects: Leads the planning and implementation of Sessional Evaluation including ensuring policy changes are reflected in the evaluation of students; develops implements and evaluates admissions process for the Dual Degree and Minors; designs advising services for special population groups including Aboriginal Varsity athletes or Women in Engineering for example; maps documents and redesigns processes; participates in the ongoing development of University-wide student information and services by offering subject matter expertise

Other Duties

• May recruit hire train and manage performance of student staff and/or volunteers

• Participates in strategic planning for unit

• Participates in development of operational policies and procedures

• Sits on cross-campus committees to provide subject matter expertise on behalf of unit

• Other duties as required

Consequence of Error/Judgement
Advising decisions directly affect the quality of the undergraduate experience. Poor performance including inaccurate or uncaring service affects the reputation and credibility of Engineering Academic Services the Faculty of Applied Science and the University. Errors in judgment poor advising or inconsistency in decision making could have negative financial academic and personal consequences for students including difficulty in attaining their educational goals and possibly a delay in graduation. Failing to identify a student in crisis or in need of support can result in a delay of necessary support services and jeopardize a students wellbeing. Failures in one or all of the above may result in students leaving the University or having a negative experience.

Supervision Received
Academic Advisors work with considerable autonomy under the general direction of the Associate Director Academic Services. A wide latitude of decision making and resourcefulness is required. Decision-making is based on a thorough knowledge of the policies and procedures of the University and the Faculty of Applied Science. The incumbent exercises considerable judgment and must demonstrate tact and discretion. Work is reviewed based on the identification of and achievement of specific goals and objectives.

Supervision Given
May provide work direction to colleagues. Assists in hiring orientation training and onboarding of other advisors and EAS staff. Provides direction guidance and project supervision to less experienced advisors. Is expected to lead and manage projects that involve other colleagues.

Minimum Qualifications
- Willingness to respect diverse perspectives including perspectives in conflict with ones own

- Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

• Undergraduate degree in a relevant discipline

• Minimum four years related experience or the equivalent combination of education and experience

• Advising experience at a post-secondary institution preferred

• Ability to manage the complexity inherent within a multi-faceted work environment focused on broad outcomes for students

• Ability to communicate in a tactful and sensitive manner particularly when working to resolve emotionally charged issues or when mediating a complex issue

• Experience working both independently and on cross-functional teams

• Ability to analyze problems identify key information and make decisions independently

• Exceptional skills required: oral listening and written communication judgment interpersonal skills cross-cultural sensitivity organizational skills attention to detail and time management

• Technical proficiency in using management computer software is required

• Ability to work occasional evenings and weekends

• Position may require occasional travel