Academic Advisor

Job Category
M&P – AAPS

Job Profile
AAPS Salaried – Student Management, Level B

Job Title
Academic Advisor

Department
Academic Services tendersglobal.net Undergraduate Office tendersglobal.net UBC Sauder School of Business

Compensation Range
$6,551.00 – $9,418.83 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
February 13, 2024

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

Job End Date

Feb 20, 2025

This is a 12-month term 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

UBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Campus is situated within the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at the UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

The Undergraduate Office (UGO) at the UBC Sauder School of Business is responsible for all aspects of the UBC Bachelor of Commerce (BCom) program, including recruitment, administration of broad-based admission to select and admit qualified candidates, enrolment management, registration, course and exam scheduling, student advising and mentoring, scholarships and awards, academic promotion and graduation, study abroad and exchange programs, international programs, and student orientation and involvement.

The Academic Advisors in the Undergraduate Office are responsible for developing, delivering, and assessing academic advising services, programs, and strategic projects in order to support student wellbeing, learning, development and the retention of approximately 4,000 students in the UBC Bachelor of Commerce (BCom) and Combined Major in Business and Computer Science (BUCS) programs.

The Academic Advisors are responsible for the development and implementation of initiatives related to strategic projects that include: student recruitment and retention; services and programming to support the academic success and personal development of special population groups such as Aboriginal students, international students, refugees, transfer students, and Varsity athletes; cross-campus initiatives and committees. The Academic Advisor contributes directly to the development of policy and priorities of the unit.
Organizational Status

Reports to the Associate Director, Academic Services, works independently, with initiative and considerable autonomy under general supervision.

Interacts closely and collaboratively with key stakeholders within UBC Sauder and UBC including faculty members, division chairs, enrolment services, the Vice President Students Office (Centre for Accessibility, Wellness Advisors, Student Health Services, Early Alert Student Managers, Counseling Services), International Student Advising, other faculties, International Student Initiative and the First Nations House of Learning.
Work Performed

Using in-depth knowledge of advising practices and University policy, advisors focus on four broad areas:

1) Academic Advising, 2) Student Retention and Development, 3) Recruitment and Admission, 4) Strategic Responsibilities
Academic Advising
– Assesses and interprets student’s academic and personal goals and academic performance to provide advisory services to support students in developing holistic academic and post-graduation plans.

– Draws on in-depth knowledge of UBC and UBC Sauder policies and procedures to advise and coach students while considering individual circumstances. Interprets and applies policy and determines when an exception may be warranted.
– Anticipates student needs and responds to student requests offering professional advice and subject matter expertise, providing information beyond request that student is presenting.
– Evaluates and adjudicates student requests for academic concession. Evaluates documentation, liaises with faculty members, health care providers, and campus partners to decide on the appropriate type of concession. Exercises autonomy and considerable judgement.
– Identifies and supports students in crisis, and creates an environment in which they can acknowledge difficulties and seek help. Supports students in the development and implementation of action plans based on expertise of policies and procedures, best practices, and past precedents; advises on available academic options and if necessary, resources and supports, both on and off campus, including making referrals. Cases are often complex and may be emotionally charged, and involve extensive collaboration with numerous stakeholders, recognizing that such issues, if not expediently resolved, can seriously impact student’s academic success and continuation in the program.
– Advises students, faculty and staff on the application and interpretation of policies and procedures. Offers subject matter expertise to colleagues seeking support on resolving student concerns. Examples of issues include: student in crisis, academic integrity, dispute between a faculty member and student, or academic concession requests from the student’s home faculty, which requires consideration of differing faculty approaches and practices.
– Evaluates academic performance of BCom students to ensure they meet requirements. Reviews grades, completed credits, prior academic standing and requirements unique to each specialization. Authorizes eligibility for subsequent sessions, determines academic year standing and assesses eligibility for graduation.
– Advises students on study options when they do not meet requirements, including consideration of alternative education options. Advises on readmission requirements for students planning to return after being required to discontinue. Determines when students may have grounds for an appeal and advises on process.
– Maintains knowledge of advising practices by attending/presenting at workshops and conferences.
Student Retention and Development
– Coaches and guides students towards a holistic and balanced approach to academics, extra-curricular activities, career preparation, and wellbeing.
– Coaches students who may be at risk of academic failure and supports them in the development and implementation of an action plan to support continued enrolment at UBC.
– Ensures that students successfully transition to university. Develops and implements transition and retention programs for students, participates in orientation activities.
Recruitment and Admissions
– Interprets and applies in-depth knowledge of complex admissions requirements, programs, global curriculums and university requirements, policies, procedures, and resources when advising prospective students about admissibility, including those seeking transfer (both internal and external) or readmission.
– Assesses and advises on applicability and implications of transfer credit, preclusions, and exemptions to degree requirements and registration.
– Participates in outreach campaigns, information events and other initiatives to increase likelihood of matriculation.
Strategic Responsibilities
– Develops, implements, and evaluates processes for the BUCS program, collaborating with stakeholders in Computer Science and UBC Sauder to accommodate continual program growth.
– In close consultation with the Assistant Dean, Senior Associate Dean and Division Chairs, develops and leads operational plan to manage the undergraduate program’s teaching requirements, course scheduling, and timetabling for seven divisions, 12 specializations, the Commerce and Entrepreneurship minors for nine faculties, the BIE program and exchange students.
– Assesses effectiveness of recruitment activities and assists in achieving enrolment targets by researching, developing, and implementing recruitment plans; developing communication strategies, web content and promotional materials that use multiple mediums to provide information to aid with decision making and eventual transition into UBC Sauder; providing oversight to outreach programs such as the Calling Campaign.
– Develops and oversees the administrative logistics of the Vancouver Summer Program for incoming visiting students who attend UBC by assessing student needs, identifying program goals, and coordinating and implementing program logistics.
– Participates in ongoing development of UBC Sauder and UBC technology services and systems by offering subject matter expertise, evaluating technologies, and implementing digital tools and services.
– Leads sessional evaluation planning and implementation for BCom students. Works with Enrolment Services to ensure programming of SISC reflects and applies policy and curricular changes.
Other Duties
– Assesses programs and services to identify gaps, develop solutions, and implement changes to offerings.
– Sits on cross-campus committees to provide subject matter expertise.
– Performs other duties as assigned.
Consequence of Error/Judgement
Advising services directly impact the quality of the undergraduate student experience. Inaccurate information or lack of sensitivity affects the reputation and credibility of the BCom program, the school and UBC, and may also negatively affect student experience and faculty relationships. Errors in judgement, poor advising, and/or inconsistency in decision-making could have negative financial, academic and personal consequences for students, including difficulty in attaining their educational goals or delaying 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 student’s wellbeing. Failures in one or all of the above may result in students leaving the University or having a negative experience while at UBC.
Supervision Received
Works with considerable autonomy under the general direction of the Associate Director, Academic Services. The incumbent has considerable latitude in making decisions and has the authority to exercise judgement and make decisions in accordance with University policy and best practices. Work is reviewed based on identification and achievement of specific goals and objectives.
Supervision Given
Position provides work direction to office staff and assists in hiring, orientation, training, and onboarding of advisors and other UGO employees. Provides direction, guidance and project supervision to less experienced staff. May manage student staff and/or volunteers and be responsible for hiring, training and managing performance.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three to four years of related experience, or an equivalent combination of education and experience.
– 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

• Experience in post-secondary advising or counseling and administration (UBC experience is preferred).

• Ability to manage complexity inherent within a multi-faceted environment focused on broad outcomes.

• Ability to communicate in a tactful and sensitive manner.

• Experience working both independently and on cross-functional teams.

• Must possess exceptional oral and written communication, judgement and interpersonal skills, cross-cultural sensitivity, organizational and time management skills, attention to detail.

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

• Ability to work in a manner that fosters cooperation, positive relationships and consensus building.

• Effective customer service skills and student-centered approach to work.

• Technical skills, including Microsoft Suite, report design, student systems (UBC systems preferred). Experience with Workday would be an asset.

• Ability to travel and work flexible hours.