Academic Advisor, Systems and Records Management

University of British Columbia - Vancouver, BC (30+ days ago)

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Job Posting

Job ID:

Vancouver - Point Grey Campus

Employment Group:
Management&Professional (AAPS)

Job Category:
Student Management

Classification Title:
Student Management, Level C

Business Title:
Academic Advisor, Systems and Records Management

Faculty of Science

Science, Dean's Office

Salary Range:
$75,042.00 (minimum) - $90,085.00 (midpoint) - $108,108.00 (maximum)

Full/Part Time:


Desired Start Date:

Funding Type:
Budget Funded

Closing Date:

Available Openings:

Guiding principle: "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.

Job Summary

Science Academic Advisors are responsible for developing, evaluating, and assessing academic advising services and programs for the Faculty of Science in order to support the academic success, personal development and retention of approximately 9500 undergraduate and professional graduate students in the Faculty of Science. Responsibilities include development and implementation of recruiting and retention activities in fulfillment of the Faculty's goals, and those which contribute to student success. Advisors are responsible for developing, delivering and evaluating student academic advising services, strategies and programming to support student learning. Advisors work with campus partners to support students with complex issues pertaining to immigration and legal status, study permits, study abroad, coop work placement, health and wellbeing, safety, housing and funding. 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.

Additional responsibilities for this position include project management, design, delivery and training of streamlined process and technology solutions to support advising practice. Initiates and drives technological change in order to support pedagogical values of the Faculty of Science. Sits on cross-campus committees as required.

Organizational Status

Advisor reports to the Associate Director, Academic Support with project direction and supervision from Associate Director, Student Experience. Incumbent works independently, with initiative and considerable autonomy under the general supervision. Works closely and collaboratively with the Science Student Engagement and Student Advising teams. Interacts regularly and consults with faculty members and departmental advisors in Science, Work Study/Work Learn students and student service personnel elsewhere on campus, particularly with advising peers in other faculties and colleagues in units such as Enrolment Services, Centre for Accessibility, Centre for Student Involvement & Careers, International Student Development, International Student Initiative, Sexual Violence Prevention and Response Office and Student Housing. Advisors maybe be required to hire and supervise the work of support staff, student (peer) advisors and Work Study/Work Learn students and assist in the hiring and training other advisors.

Work Performed

Primary responsibilities fall within four major areas: (1) Academic Advising; (2) Student Retention and Development; (3) Recruitment & Admissions and (4) Special Projects.
1) Academic Advising

1. Draws on in-depth knowledge and understanding of complex degree requirements to advise and coach undergraduate students with academic planning from admission to graduation and career planning and discovery, including assessing students' progress through annual Sessional Evaluation and Promotion reviews according to individuated Specialization Calendar requirements.
2. Identifies and supports students in crisis, either personal or academic, identifying and implementing an appropriate action plan; manages the case to resolution; advises on available academic options and campus supports and services, including referrals to appropriate campus units. Works closely with UBC Managers, Student Support Services on highly complex student emergencies.
3. Advisors are often the first student-service professionals to encounter students with mental health concerns. To encourage students to express their difficulties, advisors must create a safe and welcoming environment. Advisors must be able to perceive difficulties even students have not yet identified and proactively put into motion alternative supports, particularly through encouraging students to meet with health-care professionals.
4. Leads investigation of complex student issues; assesses issues and identifies and implements solution. Uses judgment to evaluate and determine student accommodation and academic concessions. Exercises autonomy and considerable judgment in evaluating requests that require exceptions to Science and Senate academic policy.
5. Contributes to the review of the academic performance of approximately 8500 Faculty of Science undergraduate student records to ensure they meet promotion, continuation, and graduation requirements. Investigates and resolves complex issues relating to registration, transfer credits, and other discrepancies in student records.
6. Coaches students regarding post-graduation options (careers, post-graduate studies). Assesses student's level of self-awareness, knowledge and personal development and provides information, refers appropriately, and encourages students to take action. This requires that advisors maintain knowledge of career advising, graduate studies and professional programs.
7. Collaborates on student development projects with other campus units.
8. Identifies opportunities for, and implements liaison initiatives between the Faculty of Science and other Faculties and campus units.
9. Evaluates and makes strategic recommendations for areas of improvement and growth in student advising services, and develop programs and policies to suit.

2) Student Retention and Development

1. Evaluates the needs of UBC Science students for services and programs, develops and implements new programs as needed, and implements enhancements to existing programs to increase the quality of the student learning experience at UBC.
2. Adjudicates eligibility for award and scholarship recipients, study abroad/exchange, program admission, academic concession etc.
3. Advisors are integral to the retention of students. They identify current student concerns and assess them for their effect on the Faculty's and University's mandate to recruit and retain the best students. Advisors design, implement, and evaluate programs meant to address these concerns. These programs may include workshops, technical resources, and outreach programs. They may also include initiating cross-campus initiatives.
4. Proactively works to ensure students successfully manage the transition to university life and studies. Conducts research, recommends, develops and implements new transition and retention projects for Science students.
5. Evaluates student's case and determines guidance required on matters involving housing, financial matters, study permits, health and wellness, safety and personal matters. Makes referrals to appropriate colleagues or resources as needed.

3) Recruitment and Admissions

1. Advises prospective UBC Science students, including those seeking transfer or readmission to Science, regarding admission criteria and procedures.
2. Evaluates and interprets high school and post-secondary transcripts to advise newly admitted Science students about course selection and program options.
3. Assesses transfer credit applicability and provides accurate information regarding registration matters and exemptions from program or department requirements.
4. Contributes to, interprets, and applies University and Faculty of Science admission policies related to undergraduate programs for admission, readmission, and internal transfer.
5. Represents the Faculty of Science through participation in education/career fairs and on-campus recruitment, liaison and outreach events for prospective students, high school counsellors, college counsellors and parents. Occasionally participates in recruitment information events off campus.

4) Project Management

This position oversees project management, design, delivery and training of streamlined process and technology solutions to support advising practice. Initiates and drives technological change in order to support pedagogical values of the Faculty of Science. Project work may involve designing, development and implementation of the initiative. This may include working with other advisors, managing communication with students, faculty, and staff, providing training, engaging in assessment, and recommending further action. Projects may be cyclical in nature or involve one-time opportunities.

Supervision Received

Advisors work independently and within a team environment. This position reports to the Associate Director, Academic Support. In addition, project direction and supervision provided by Associate Director, Student Experience. Works with considerable autonomy. Under minimal supervision, the incumbent has the authority to exercise judgment and make important decisions and provide services on matters of varying complexity in accordance with University policies and best practices in student services. Work is reviewed based on achievement of specific goals and objectives.

Supervision Given

This position assists in the hiring, orientation, training of other advisors and office staff. Provides guidance and project supervision to less experienced advisors. Manages student staff and is responsible for hire, discipline and evaluation.

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 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 Science Academic Advising, the Faculty of 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 Science programs as well as jeopardize the reputation of the Faculty of 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.


Undergraduate degree in a relevant discipline. A Science degree is preferred. Minimum of four to five years of related experience or the equivalent combination of education and experience. Advising experience at the post-secondary level preferred. Project management and program development experience an asset. To achieve the Faculty's goal of attracting highly qualified students to Science, this position requires a broad understanding of secondary and post-secondary systems as well as an in-depth knowledge of undergraduate Science 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. Experience in managing and supporting projects from multiple stages including design, development implementation, user training, iteration, and ongoing team support.
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.
Demonstrated strong proficiency in organization and time management.
Ability to masterfully gather and analyze information.
Ability to develop appropriate 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.
Ability to apply feedback to improve performance, and to handle stress within a multi-faceted work environment.
Ability to travel internationally and within Canada as required.
Proficiency in using Excel, Outlook, and other standard office software is required.

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.