Job Description

Staff - Non Union
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Student Management, Level C
Job Title
Academic Advisor
Department
Academic Services | Engineering Student Services | Dean's Office | Faculty of Applied Science
Compensation Range
$7,283.75 - $10,474.08 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
September 23, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
Open competition,1 posting indicating 3 vacancies:
P000206343 Academic Advisor
P000206344 Academic Advisor
P000206345 Academic Advisor
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
Applied Science Central Student Services is a shared service unit across the Faculty of Applied Science (APSC) including Engineering, the School of Community and Regional Planning, the School of Biomedical Engineering, and the School of Architecture and Landscape Architecture. The unit is dedicated to being an efficient and consistent source of academic, career, and professional development services and support for students through their academic journey in APSC. APSC Central Student Services unit has 4 teams; the APSC Co-op, Experiential Learning and Professional Development team, the Undergraduate Academic Advising Team, the Graduate Academic Programs and Advising Team, and the Academic Systems Team all under the leadership of the Director, APSC Student Services.

Academic Advisors are part of the Undergraduate Academic Advising Team and are responsible for providing collaborative leadership for academic advising services and programs for 5,500 Bachelor of Applied Science (BASc) undergraduate students in order to further their academic success, personal development and retention to ensure they meet their full academic potential throughout the course of their academic career. BASc students will graduate from one of 14 programs offered at the Vancouver campus, each with complex and unique degree requirements requiring APSC Academic Advisors to maintain an in-depth understanding of the requirements and option of all programs to provide accurate and consistent advising services.



Responsibilities include the development and implementation of retention activities in fulfillment of the Faculty's goals and student s success (ie: programming to ensure the successful transition of all BASc students into university), general student advising for Year 1 students through to progression into their second year of studies, academic advising for Mechanical, Electrical, Computer, Chemical and Biological, Civil, Environmental (both the joint UBC program and the BASCV ENVL program), Manufacturing, Mining, Integrated, and Materials Engineering students at all year levels, as well as advising around academic concession and other complex academic issues for all 14 BASc programs. Academic Advisors are responsible for developing, delivering and evaluating Applied Science Undergraduate Academic Services student academic advising services, strategies and programming to support student learning. 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. All Undergraduate Academic Advising staff co-manage administration of the office.



Additional responsibilities for this position include leading the Sessional Evaluation process which results in year-to-year promotion, the Graduation Evaluation process as well as leading the applications for minors and dual degrees. Academic Advisors also support initiatives related to special population groups, particularly the academic success, personal development and retention of International, Aboriginal, and Women in Engineering BASc students. Academic Advisors serve as the lead contact for BASc special populations and will work collaboratively within the BASc portfolio, the Faculty of Applied Science (APSC), the International Student Initiative (ISI), First Nations House of Learning, 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 required.

Organizational Status

This position works as a member of the APSC Student Services, Undergraduate Advising team and reports directly to the Associate Director, Undergraduate Academic Services. The incumbent will also receive direction from the Director, Student Services. This position works with considerable autonomy under broad direction from the Associate Director, Undergraduate Academic Services.



Work PerformedActively engage in the strategic planning and evaluation of the Undergraduate Academic Advising Unit for fulfilling, developing, and honing its mandate. Develops, assesses, and delivers orientation, advising events and academic advising programming (ie: Jump Start, Imagine Day, Group Advising) to improve the BASc undergraduate student experience. Collaborates within the BASc portfolio, the Faculty of Applied Science (APSC), as well as other UBC departments and centralized resources as required. Examples of initiatives include planning interventions for new students at risk of academic failure, designing advising services for student athletes, designing and running student peer programs, and developing online resources. Collaborates on student development and faculty advising projects with colleagues across campuses (UBC-V and UBC-O). Researches and analyses the needs of special population students for services and programs to enhance their undergraduate experience by evaluating existing services, recommending changes where needed, and developing and implementing new initiatives. Serves as the lead contact for BASc special populations and works collaboratively within the BASc portfolio, the Faculty of Applied Science (APSC), the International Student Initiative (ISI), First Nations House of Learning, as well as other UBC departments and centralized resources. Conducts research and prepares briefs, data, and reports related to advising services Provides academic advice to entrance award and scholarship recipients. Assesses the academic progress of students admitted under Dean s Discretion and forwards concerns to appropriate channels to review Faculty's admission policies. Leads investigations and resolves student cases of a highly complex nature. Investigates and evaluates discrepancies in student records. Authorizes changes when appropriate. Provides interpretation of University and Faculty policies including inquiries of a complex and unique nature. Liaises between students and faculty to facilitate appropriate resolution of disputes between faculty and students. Maintains current knowledge of academic advising standards and best practice to serve a diverse population of students. Develops and maintains a knowledge base of worldwide educational systems to advise students participating in exchange programs or considering taking courses outside of UBC. 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. Advises students about request for academic concession, 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. Advises first year BASc students, Mechanical, Electrical, Computer, Chemical and Biological, Civil, Environmental (both the joint UBC program and the BASCV ENVL program), Manufacturing, Mining, Integrated, and Materials Engineering students on degree and academic progression requirements, ensuring they meet the requirements of their BASc degrees. Manages the Sessional Evaluation process which results in year-to-year promotion and the Graduation Evaluation process. Conducts complex reviews of grade levels and prior term standing. Advises students who are required to withdraw or are seeking readmission to the University. Evaluates domestic and international transcripts and course outlines to determine appropriate transfer credit and year level. Manages the applications for minors and dual degrees process. Evaluates applications and admits students as appropriate. Identifies students in crisis, either personal or academic, and manage case to resolution. Advises academic options and makes referrals to campus supports and services as required. Works closely with other APSC Academic Advisors and Associate Director on highly complex student emergencies. Interprets and applies university and faculty policies in relation to individual student programs, propose exceptions where appropriate. Attends and presents at conferences and workshops and maintains membership in academic advising organizations. Represents the Faculty of Applied Science at information sessions such as the Engineering Open House as well as domestic and international recruitment events in order to manage recruitment and yield of prospective students.. 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. Identifies processes and systems that require improvement, mapping May represent APSC on University committees or at public functions. 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, procedures, and curriculum 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, their degree progression and the Engineering program accreditation. Poor performance, including inefficient or uncaring service, affects the reputation and credibility of Applied Science 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, Undergraduate Academic Services.



Supervision Given

None.



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



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 QualificationsAdvising experience at the post-secondary level preferred. To achieve the faculty's goal of attracting highly qualified students, 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.