Job Associate Academic Counselor in Vancouver

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Compensation Range

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Posting End Date

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

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, and is essential to fostering an outstanding work environment. 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 Description Summary

Engineering Student Services (ESS) Associate Academic Advisors are responsible for providing and assessing academic advising services and programs for 4,700 Bachelor of Applied Science (BASc) undergraduate students in order to support their academic success, personal development and retention to ensure they meet their full academic potential throughout the course of their academic career. BASc student will graduate from one of 14 programs offered at the Vancouver campus, each with complex and unique degree requirements requiring this position to maintain an in-depth current understanding of the requirements and option of all programs to provide accurate and consistent advising services.

Responsibilities include providing advising services for all BASc Year 1 students through to progression into their second year of studies for all service points including in person, email, phone, web-mediated, and small groups. ESS Associate Academic Advisors are responsible for providing and assessing ESS student academic advising services, strategies, and programming to support student learning. This position assists and contributed towards the effective delivery of advising services and the development of policy and priorities of the unit. All ESS Advising staff participate in the administration of the office.

Additional responsibilities for this position include leading the Academic Concession process which may result in permission to students to drop or withdraw from a course after the normal deadlines, aegrotat or deferred standing, and/or withdrawal from the university. ESS Associate Academic Advisors also support students identified through the Early Alert System by contacting students and connecting them with relevant resources and support which may include academic advising, financial advising, counselling, health service, or other appropriate resources. ESS Associate Academic Advisors will work collaboratively within the BASc portfolio, the Faculty of Applied Science (APSC), 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 preferred.

Organizational Status

This position works as a member of the UBC Engineering Student Services team and reports directly to the Associate Director, Academic Services. The incumbent will also receive direction from the ESS Director. This position works independently under general direction from the Associate Director, Academic Services.

Work Performed

Advising, Retention, Development
1. Maintain current knowledge of academic advising standards and best practise to serve a diverse population of student
2. 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
3. Investigates and resolves general issues relating to registration, credit limits, registration blocks, transfer credits, and other discrepancies. Updates student records as required (ie: grades, course registration, sessional standing, etc.)
4. Serves as the first point of contact for BASc student identifies through the Early Alert System. Performs reach out and identifies referrals as appropriate
5. Advises students about request for academic concession. Evaluates documentation, liaises with instructors, medical professionals, and other student service professionals to determine appropriateness of concessions in line with university and faculty policy ensuring consistency and equitability in outcomes. Works closely with ESS Academic Advisors on highly complex cases
6. Advises students about the requirements for admissions to minors, dual degrees, and degree completion. Teaches students how to manage complex information, including how to use university tools for ongoing degree planning
7. Contributes to the review of academic performance of all BASc undergraduate students to ensure they meet promotion, continuation, and graduation requirements
8. Identifies students in crisis, either personal or academic, and manages cases to resolution. Advise on academic options and make referrals to campus supports and services as required. Works closely with ESS Academic Advisors on highly complex student cases and emergencies
9. Investigates and resolves inquiries from other campus units and faculties
10. Interprets and applies university and faculty policies in relation to individual student programs, proposes exceptions where appropriate
11. Attends and presents at conferences and workshops, and maintains membership in academic advising organizations
12. 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 domestic and international recruitment events
13. 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

Information Technology & Knowledge Management
1. Implement technologies pertinent to the communication, outreach, and success of student in the BASc program
2. Maintain ESS web content to ensure academic programs, policies and academic services related content is current
3. Reports on applied information technologies pertaining to students in the BASc to evaluate usage, functioning and communication success of technologies in student advising, retention, and development
4. Documents and maintains business practices of ESS to ensure consistent and equitable practice, and to create a knowledge base of processes used by the office
5. Creates, maintains and updates ESS Advisors Handbook and intranet site. Ensures advising information and policies are current and up-to-date. Notifies ESS Advising staff and BASc Programs Faculty and Staff of major changes
6. Trains new Faculty and Staff with responsibilities for advising on advising handbook, intranet site, and other resources as required

Students and/or Temporary Staff
1. Provides training and general supervision to Students and/or Temporary staff
2. Provides day-to-day supervision and direction to Student Support Specialists

Other Duties
1. Participates in identifying processes and systems that require improvement, mapping current processes, re-designing processes, and making recommendations for change
2. Maintains and updates a procedures manual for the position
3. Provides support to colleagues during absences
4. Performs other duties as required

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. The incumbent 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 Engineering Student Services, the Faculty of Applied Science and the University thereby endangering the Faculty s enrolment goals. 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 directly to the Associate Director, Academic Services.

Supervision Given

Provides day-to-day supervision and direction to Student Support Specialists. Oversees the work of up to four students and/or temporary staff.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of one to two years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

Advising experience at the post-secondary level preferred. To achieve the Faculty s goal of attracting highly qualified students to Engineering, this position requires a broad understanding of secondary and post-secondary systems as well as an in-depth knowledge of the BASc degree, 14 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.