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

Job End Date

Job Summary
Academic Advisors in Engineering Academic Services (EAS) are responsible for developing, providing, evaluating, and assessing academic services, programs, and projects in order to support the academic success, personal and professional development, and retention of Bachelor of Applied Science (BASc) students. Academic Advisors in EAS lead projects and initiatives related to academic processes, special population groups, retention activities, and other initiatives to support more than 5,000 undergraduate students in meeting their academic goals.

Engineering Academic Services is responsible for providing academic advising for first-year students through to progression into their second year of studies. The unit has oversight for academic processes for students at all year levels such as academic concession, Second Year Placement, graduation adjudication, and sessional evaluation. The BASc program at the UBC Vancouver campus offers 14 programs, each with its own set of complex and unique degree requirements requiring EAS Advisors to maintain knowledge of a wide array of program offerings and requirements. Additionally, the Faculty of Applied Science spans both the Vancouver and Okanagan campuses, requiring advisors to have cross-campus knowledge and the ability to collaborate with colleagues on both campuses and support students who move between the two campuses. Students may progress into the Faculty from UBC’s Vantage College Engineering stream, necessitating Academic Advisors to have an understanding of the College and its curriculum.

In addition to providing high quality and student-centered academic advising services, this position has a substantial focus on developing, leading, and assessing projects related to academic services such as the Sessional Evaluation process, Graduation Adjudication, and entry into Minors and the BA/BASc dual degree.

Organizational Status
Reports to the Associate Director, Academic Services as part of the Engineering Academic Services team. Incumbent works independently, with initiative, and considerable autonomy. This position works closely and collaboratively with colleagues within the Faculty of Applied Science and across campus, including faculty members, Program Advisors, Enrolment Services, Centre for Accessibility, International Student Advising, other Faculty Advising Offices, the First Nations House of Learning, and the Sexual Violence Prevention and Response Office (SVPRO).

Work Performed
Academic Advising and Student Retention
Academic Advising is a developmental process that supports students in clarifying their goals and the development of educational plans to realize these goals. It takes a holistic approach to the student experience and utilizes the support and expertise of the University to support students in decision making around their educational experience. In their work, an EAS Academic Advisor:

Assesses and interprets student’s academic and personal goals and academic performance to provide advisory services to support students in the development of holistic academic plans

Develops, assesses, and delivers programming such as Orientations, interventions and outreach for students at risk of academic failure, special population advising, and peer programs

Using relevant research and data, evaluates programs and services as a means to make and implement changes to service offerings and processes

Investigates complex student issues and works to facilitate appropriate resolution, including queries received from faculty members and campus colleagues. Investigates, evaluates, and resolves discrepancies in student records. Authorizes changes when appropriate

Develops in-depth knowledge of UBC and Faculty policies and procedures and applies them to individual student circumstances, determining when an exception to policy may be warranted

Develops and maintains knowledge of academic advising standards and best practices to support undergraduate students. When relevant, attends and presents at conferences and workshops, and maintains membership in academic advising organizations

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

Supports students in interpreting and managing complex information, including how to use university tools and resources for ongoing degree planning

Identifies and supports students in crisis, either personal or academic, and creates an environment in which those students are able to acknowledge difficulties and seek further help. Supports the student in the development of an action plan; advises the student on available academic options and campus supports and services, including referrals to and collaboration with appropriate campus units. Cases are often complex and involve extensive collaboration with numerous campus stakeholders

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 recruitment events

Guides students towards a holistic and balanced approach to academics, personal and professional development, and health and wellbeing, encouraging active engagement in learning and scholarly pursuits, campus life, and community engagement

Participates in the ongoing development of processes for student records management, scheduling and timetabling, and student service processes such as Academic Concession requests, placement and appeals applications, Minor applications

Project Management
Academic Advisors support students outside of the individual advising relationship. They evaluate and make recommendations for areas of improvement in processes and services and are responsible for individual projects that contribute to the strategic priorities of the unit and the Faculty. Advisors are responsible for developing and researching the initiative, leading, building consensus, implementing, evaluating, and identifying gaps and recommending improvements.
Examples of projects: Leads the planning and implementation of Sessional Evaluation, including ensuring policy changes are reflected in the evaluation of students; develops, implements, and evaluates admissions process for the Dual Degree and Minors; designs advising services for special population groups, including Aboriginal, Varsity athletes, or Women in Engineering, for example; maps, documents, and redesigns processes; participates in the ongoing development of University-wide student information and services by offering subject matter expertise

Other Duties
May recruit, hire, train, and manage performance of student staff and/or volunteers
Participates in strategic planning for unit
Participates in development of operational policies and procedures
Sits on cross-campus committees to provide subject matter expertise on behalf of unit
Other duties as required

Consequence of Error/Judgement
Advising decisions directly affect the quality of the undergraduate experience. Poor performance including inaccurate or uncaring service affects the reputation and credibility of Engineering Academic Services, the Faculty of Applied Science and the University. Errors in judgment, poor advising, or inconsistency in decision making could have negative financial, academic, and personal consequences for students, including difficulty in attaining their educational goals and possibly a delay in 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.

Supervision Received
Academic Advisors work with considerable autonomy under the general direction of the Associate Director, Academic Services. A wide latitude of decision making and resourcefulness 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. Work is reviewed based on the identification of and achievement of specific goals and objectives.

Supervision Given
May provide work direction to colleagues. Assists in hiring, orientation, training, and onboarding of other advisors and EAS staff. Provides direction, guidance and project supervision to less experienced advisors. Is expected to lead and manage projects that involve other colleagues.

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

Preferred Qualifications

Advising experience at a post-secondary institution preferred
Ability to manage the complexity inherent within a multi-faceted work environment focused on broad outcomes for students
Ability to communicate in a tactful and sensitive manner, particularly when working to resolve emotionally charged issues or when mediating a complex issue
Experience working both independently and on cross-functional teams
Ability to analyze problems, identify key information, and make decisions independently
Exceptional skills required: oral, listening, and written communication, judgement, interpersonal skills, cross-cultural sensitivity, organizational skills, attention to detail, and time management
Technical proficiency in using management computer software is required
Ability to work occasional evenings and weekends
Position may require occasional travel