Academic Advisor, Special Projects

Staff – Non Union

Job Category

M&P – AAPS

Job Profile

AAPS Salaried – Student Management, Level B

Job Title

Academic Advisor, Special Projects

Department

UBCO | Student Advising | School of Engineering | Faculty of Applied Science

Compensation Range

$5,790.42 – $8,341.58 CAD Monthly

Posting End Date

May 10, 2021

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

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

Job Summary

School of Engineering Student Services, Academic Advisors provide leadership that supports academic advising services and programs for 1,700 Bachelor of Applied Science (BASc) undergraduate students to further their academic success, personal development, and retention to ensure they meet their full academic potential throughout the course of their academic career. BASc students will graduate from one of 4 programs offered at the Okanagan campus, each with complex and unique degree requirements requiring SOE Advisors to maintain an in-depth understanding of the requirements and options of all programs to provide accurate and consistent advising services.

Responsibilities support both prospective and current students of all year levels. This includes the development and implementation of retention activities (ie: programming to ensure the successful transition of all BASc students into university), as well as general student advising for all undergraduate students. SOE Academic Advisors are responsible for developing, delivering, and evaluating SOE student academic advising services, strategies, and programming to support student learning. They are required to make decisions regarding the management and effective delivery of advising services and contribute to the development of policy and priorities of the unit. All SOE Advising staff participate in the administration of the office.

Additional responsibilities for this position include leading the academic scheduling process in collaboration with faculty leadership and enrolment services office. This includes extensive data collection from faculty to ensure that program and teaching requirements across all programs. Minors, and Options are satisfied. This position will provide leadership to special projects and new program development and implementation within the School of Engineering, including collaboration with other faculty’s and cross campus departments (ie. Vantage College, Minors, Go Global/CIE). SOE Academic Advisors serve as the first point of contact for BASc special populations and will work collaboratively within the BASc portfolio, the Faculty of Applied Science (APSC), the International Student Initiative (ISI), Aboriginal Programs and Services, as well as other UBC departments and centralized resources such at the Centre for Accessibility and the Sexual Violence Prevention and Response (SVPRO) Office. Occasional evening and weekend work will be required. The ability to travel domestically and internationally is required.

Organizational Status

This position works as a member of the UBC School of Engineering (SOE) Student Services team, and reports to the Senior Advisor. This position works with considerable autonomy under broad direction from the Associate Director of Undergraduate Studies.

Work Performed

Advising, Retention, and Development

Academic Advisors participate fully in the strategic planning and evaluation of SOE Advising for developing, fulfilling, and honing its mandate.

Develops, assesses, and delivers advising events and academic advising programming to improve the BASc undergraduate student experience. Collaborates within the BASc portfolio, the Faculty of Applied Science (APSC), and other UBC departments and centralized resources as required. Examples of initiatives include: planning interventions for new students at risk of academic failure, designing advising services for study abroad cohorts, developing online resources, and assessment of programming effectiveness

Collaborates on student development and faculty advising projects with colleagues across campuses (UBC-V and UBC-O)

Supports students enrolled in the Applied Science stream of Vantage One, in particular, their academic success, personal development, and retention

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

Liaises between students and faculty to facilitate appropriate resolution of disputes between faculty and students

Maintains current knowledge of academic advising standards and best practice to serve a diverse population of students

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

Uses expertise and in-depth knowledge of complex BASc program requirements to assess student academic records and histories in order to assist students with informed decision making in line with their academic, personal, and career goals

Advises students about requests for academic concession, requirements for admissions to minors and options, and degree completion. Teaches students how to manage complex information, including how to use university tools for ongoing degree planning

Manages the applications for minors and dual degrees process. Evaluates applications and admits students as appropriate

Identifies students in crisis, either personal or academic, and manages cases to resolution. Advises on academic options and makes referrals to campus supports and services as required. Works closely with SOE Academic Advisors and Associate Director on highly complex student emergencies

Interprets and applies university and faculty policies in relation to individual student programs, proposes exceptions where appropriate

Attends and presents at conferences and workshops, and maintains membership in academic advising organizations

Supports the recruitment and yield of prospective students by representing the Faculty of Applied Science at information sessions and recruitment sessions

Guides students towards a holistic and balanced approach to academics, career preparation, and health and wellbeing, encouraging active engagement in learning and scholarly pursuits, campus life and community engagement, and career planning

Participates in the ongoing functionality and development of current student records management, scheduling and timetabling, and student service processes such as Academic Concession requests, placement and appeals applications, minors applications, etc.

Course Scheduling, Standard Timetables, and Registration

Determines undergraduate engineering program teaching requirements including the number of sections, the section sizes, and the allocation of faculty and their teaching schedules based on multiple and complex variables

Negotiates course scheduling and the assignment of classroom space for engineering students with administrators and faculty members across multiple faculties and all engineering departments and programs

Provides leadership, training, and guidance to other SOE and departmental staff and faculty

Provides consultation to UBC IT regarding next-generation enterprise-wide scheduling and timetabling solutions

Seeks opportunities for systems, process improvements, and innovations to improve service to students and collaboration with departments inside and out of the Faculty of Applied Science

Advises senior management team regarding undergraduate engineering program teaching requirements and scheduling outcomes

Other Duties

Provides leadership and project management to special projects within the faculty (ie: interprets requirements and assembles documentation for accreditation of new and existing engineering programs).

Conducts research to inform best practices on new initiatives

Manages and advises SOE Undergraduate Awards Committee

Consults external partners and establishes partnerships that align with strategic goals and priorities of the Faculty of Applied Science

Participates in identifying processes and systems that require improvement, mapping current processes, re-designing processes, and making recommendations for change

Maintains and updates a procedures manual for the position

Provides support to colleagues during absences

Performs other duties as required

Students and/or Temporary Staff

Provides training and general supervision to Students and/or Temporary staff

Consequence of Error/Judgement

A wide latitude of decision making is required. Decision-making is based on a thorough knowledge of the policies and procedures of the University and the Faculty of Applied Science. This position exercises considerable judgment and must demonstrate tact and discretion. Advising decisions directly affect the quality of student undergraduate experience. Poor performance including inefficient or uncaring service affects the reputation and credibility of the School of Engineering Student Services, the Faculty of Applied Science, and the University thereby endangering the Faculty’s enrolment goals. Errors in academic scheduling could result in significant academic progression delays and damage the student experience irrevocably. Errors in judgment, poor advising, and/or inconsistency in decision making could have significantly negative financial, academic, and personal consequences for students, including serious difficulty in attaining their educational goals and even delay in graduation. Consequence of error is high and poor judgment and/or lack of cross-cultural sensitivity would compromise the integrity of the Applied Science programs as well as jeopardize the reputation of the Faculty of Applied Science and the university thereby affecting the recruitment and retention of students. Failing to identify the effect of a student’s mental health on their studies can result in a delay of proper support services and a negative experience of the University. Failures in one or all of the above may result in students leaving the University.

Supervision Received

This position reports to the Senior Advisor of the School of Engineering and the Associate Director of Undergraduate Studies.

Supervision Given

Oversees the work of students and/or temporary staff.

Minimum Qualifications

Undergraduate degree in a relevant discipline.

Minimum three to four years of related experience or the equivalent combination of education and experience.

Preferred Qualifications

Advising experience at the post-secondary level preferred.

Broad understanding of secondary and post-secondary systems as well as an in-depth knowledge of the BASc degree, 4 engineering programs and admission requirements.

Knowledge of the BC and other Canadian secondary school curricula, as well as US, British-patterned, International Baccalaureate, and other major international educational systems would be an asset.

Knowledge of UBC systems is an asset.

Demonstrated ability to communicate effectively in writing and orally, one-on-one and in public speaking roles is essential.

Ability to communicate clearly with students of varying language skills.

Advanced problem solving skills, with the ability to identify and resolve problems in a skillful and timely manner.

Ability to take initiative, and to work effectively independently and within a team environment.

Ability to masterfully gather and analyze information.

Demonstrated ability to develop alternative solutions.

Ability to make thoughtful, informed and thorough decisions, using reason even when dealing with emotional topics and student emergencies.

Ability to meet challenges with resourcefulness.

Ability to develop innovative approaches and ideas.

Demonstrated ability to apply feedback to improve performance, and to handle stress within a multi-faceted work environment.

Ability to work evenings and weekends.

Ability to travel domestically and internationally as required.

Proficiency in using Excel, Outlook, and other standard office software is required.