Associate Academic Advisor

Staff – Non Union

Job Category
M&P – AAPS

Job Profile
AAPS Salaried – Student Management, Level A

Job Title
Associate Academic Advisor

Department
Program Support 4 | Arts Academic Advising

Compensation Range
$5,209.17 – $7,485.33 CAD Monthly

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 position. In 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
March 12, 2024

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

Job End Date

May 31, 2025

This is a full-time, term leave replacement position until May 31, 2025. There are 2 vacancies for this leave replacement position.

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
The Associate Academic Advisor in Arts Academic Advising Services is responsible for providing advice to transactional academic services to the approximately 14,000 Aboriginal, domestic, and international undergraduate students in four degree programs, four diploma programs and one certificate program. This includes, but is not limited to, advising students on admission policies, academic planning, program and elective selections, study abroad, experiential learning opportunities, transfer credit adjudication, and graduation. The Associate Academic Advisor is responsible for providing advising services to students for all service points including in person, email, phone, web-mediated, etc. Additional responsibilities for this position include; participating in programs in support of Arts Academic Advising, such as registration information sessions for prospective and new Arts students; participation in recruitment and retention activities in support of
Faculty of Arts enrolment targets; and using information technology as it relates to the Department of Arts Academic Advising Services.
Organizational Status
The Associate Academic Advisor reports to the Manager, Academic Advising. The incumbent works
independently under the supervision of the Manager. The Associate Academic Advisor works closely within the Advising Services Support Team which includes Student Information Support staff and other Associate Academic Advisors. They interact regularly with Arts Academic Advising personnel, faculty and university members, departmental Advisors, student peer advisors, and student personnel elsewhere on campus. They act in a supervisorial role with student peer advisors.
Work Performed
Arts Academic Advising builds holistic relationships with students with the end goal of furthering student development. Given the number of students we serve, we offer two streams of service: transactional and developmental. Associate Academic Advisors work primarily in the transactional realm and provide quick, thorough answers to questions on academic planning. They have responsibility for making decisions related to this information, including but not limited to adjudicating a student’s graduation. They also identify students who may benefit from developmental advising and connect them to appropriate services in the office and around campus.

Associate Academic Advisors primary advising duties are to:

Associate Academic Advisors will provide advising services at a front counter, via email, phone, and in virtual environments. They may manage these spaces under the general supervision of the Manager, Academic Advising.

Assess student academic records in order to be able to provide individual advice for students regarding academic planning, including admissions to majors and for degree-completion. Associate Academic Advisors teach students to use the tools available for ongoing degree planning. They investigate and resolve any discrepancies or technical difficulties.

Assist students with registration inquiries and course selection to ensure they meet Faculty of Arts degree requirements and selected program prerequisites requirements.

Associate Academic Advisors will provide general advice about academic concession, continuation
requirements, transfer credit, and re-admission to the university. They will also provide direct referrals or act as a liaison to Advisors with responsibility in these areas.

Refer students to relevant and appropriate university resources. Associate Academic Advisors maintain current knowledge on where to direct students for questions regarding career advising, health and wellness, finances and post-graduate study options.

Investigate and resolve inquiries from other campus units i.e., Admissions, Enrolment Services, Access and Diversity, Counselling Services and other UBC Faculties and University units.

In their role as a first Advising point of contact for many students, Identify trends and concerns expressed by students. Work collaboratively with the advising team to address these trends including in participating in development of communication tools, such as websites, email templates, directional tools. Be able to identify when an individual, or a wider, concern should be brought to their supervisor for addressing. May be involved in internal office committees to evaluate policies and processes. Will implement changes which result.

Anticipate student needs, respond to student requests, offer subject-matter expertise and professional advice, providing recommendations and making referrals where appropriate.

Associate Academic Advisors will identify students who are experiencing difficulties not normally addressed in transactional advising and proactively put into motion alternative supports, particularly advising appointments with Advisors or referrals to health-care professionals. This may also include engaging the University Early Alert system.

Admit current students to minor programs adjudicated by Arts Advising, such as the Faculty of Arts Commerce minor (annual project).

Prepare reports based on student data for external University reporting, such as immigration reporting.

Associate Academic Advisors are responsible for adjudicating graduation including evaluating the academic record of students with complex programs. They will be tasked with researching a student’s record in relation to graduation deficiencies and making recommendations to the appropriate advising director.

Work with advisors to develop programs to support student transition to university and other student
development initiatives.

Participate in ongoing development of University student information systems and services.

OTHER RESPONSIBILITIES:

Assists the Manager, Academic Advising in the recruitment, hiring and training of support staff (CUPE 2950) and Work Learn Peer Advisors as needed.

Participates in on-campus recruitment and outreach events for prospective students, their parents, and secondary school counsellors.

Participates in development of operating policy to improve efficiency.

Consequence of Error/Judgement
Misinterpretation of University and Faculty policies can cause students serious difficulties in attaining their educational objectives. Advising decisions directly affect the quality of a student undergraduate experience. Poor performance in this position will contribute to inefficient operation and low quality service being provided by Arts Academic Advising. In turn, this not only affects the reputation and credibility of the Faculty of Arts and the University, but also our ability to recruit and retain students. If an Associate Advisor does not consider the intercultural aspects of communication with students, this can negatively affect the advisor’s ability to function
in a culturally diverse arena. Errors in decision making can have a serious negative effect on the Office’s ability to carry out its mandate.
Supervision Received
The Associate Academic Advisor works independently under the general direction of the Manager, Academic Advising.
Supervision Given
This position may supervise student workers (peer advisors, work-study students).
Minimum Qualifications
– Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
– Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications

Undergraduate degree in a relevant discipline. BA, BFA, BMUS or related field required. Minimum of one to two years of related experience or the equivalent combination of education and experience. Minimum of one to two years of related experience or the equivalent combination of education and experience. Experience in a postsecondary advising or other student services area, or an equivalent combination of education and experience. UBC experience preferred. Exceptional interpersonal skills. Exceptional written and oral communication skills. Excellent time management and organizational skills. Excellent analytical and problem-solving skills. Good decision-making abilities. Ability to work independently with initiative, and effectively within a team environment. Ability to handle stress within a multifaceted work environment. Fluency in Mandarin, or other languages, is an
asset as is intercultural experience. Ability to travel outside UBC. Information technology skills, including word processing, desktop publishing, report design, use of the internet, etc. Intermediate or advanced level knowledge of excel is an asset. Knowledge of the SIS/SISC an asset. Experience working with international students an asset.