Job Description

Staff - Non Union
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Student Management, Level A
Job Title
Undergraduate Advisor
Department
Administrative Support | School of Creative Writing
Compensation Range
$5,365.42 - $7,709.92 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 20, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Nov 20, 2026
This is a full-time term position for a leave replacement.
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.
Summary

The undergraduate advisor administers undergraduate programs in Creative Writing, serving as a key point of contact to students in the major, minor, and introductory open-enrollment classes, and assisting the unit in the development, coordination, and management of student services for all its undergraduate programs.



Major responsibilities include: advising students on academic planning; determining when students have met program requirements or are eligible for exemptions; scheduling undergraduate and graduate courses; acting as admissions contact for Enrolment Services and as administrative lead for applications/admissions to the BFA program; preparing reports on grading, enrolment trends, and other data related to the unit s undergraduate programs; maintaining undergraduate student records; liaising with university and external agencies; and coordinating information on the undergraduate programs within the unit (including for the department website).



Organizational Status

Reporting to the Administrator and Chair, the undergraduate advisor works closely with the undergraduate program faculty advisor, undergraduate student leaders, and the Faculty of Arts Academic Advising office. The undergraduate advisor advises students, sits on all undergraduate programs committees, and communicates with all members of the unit, faculty and staff from other units, and members of the general public as appropriate.



Work Performed

The undergraduate advisor is primarily responsible for undergraduate advising, academic scheduling and planning, and program development.



Undergraduate Advising

• Oversees the organization and operation of undergraduate advising functions including all matters related to the BFA, Creative Writing Minor, and introductory open-enrollment classes
• Develops and implements practices and policies in consultation with faculty undergraduate advisor(s) and the Chair. Responds to concerns expressed by students about aspects of advising, problems they encounter in getting into courses, difficulties in interpreting information on or obtaining transfer credits, scheduling courses in other departments, difficulty in interpreting policies or availability of information
• Advises current and prospective undergraduate students (in person, email, and phone) about course registration, transfer credits, scheduling conflicts, graduation requirements, and UBC policies and practices. Evaluates and confirms whether students have met the Creative Writing graduation requirements, reviews manuscript portfolios with Creative Writing faculty for transfer students
• Assesses and authorizes student eligibility for registering in CRWR courses. Reviews transcripts regarding course restrictions/requirements and meets with students to determine their eligibility for various genres
• Advises students interested in applying to the BFA program
• Administers BFA admissions. Coordinates portfolio submissions and responds to students inquiries about the application process. Organizes faculty reading of application portfolios and liases with UBC admissions
• Assists with student recruitment and provision of recruitment materials
• Assists and consults with undergraduate faculty advisor and the Chair with confidential undergraduate student issues, as appropriate



Academic Scheduling

• In consultation with the Administrator, faculty undergraduate advisor, the faculty graduate advisor, and Chair, organizes the schedule. Coordinates timetable, books classrooms, and schedules courses using Scientia. Enters instructor and teaching-assistant teaching duties into the scheduling system
• Liases with relevant Faculty of Arts divisions 9e.g. Media Studies, Co-op, Arts Advising) Consults with Arts advisors to ensure departmental and faculty requirements are clearly understood and disseminated
• Serves as Timetable Representative (T-Rep) for CRWR, attending meetings with T-Reps and consulting on timetable matters as required
• Oversees the design and implementation of new information technology initiatives affecting the advising function in the unit
• Evaluates enrolments and program capacity to make recommendations to the Chair on the scheduling or cancelation of courses
• Acts as program contact for scheduling issues both within the unit and for the university at large
• In consultation with faculty advisors and the Chair, updates undergraduate program information on the CRWR website and in online systems, and ensures the calendar reflects up-to-date information
• In consultation with undergraduate faculty advisor(s), advises regular and sessional faculty on student and course processes and university and CRWR policies
• Facilitates grade changes on approval by the Chair



Program Development

• In consultation with undergraduate faculty advisor(s) and the Chair, develops and manages innovative programs and resources to support the diversity of the student population. Coordinates events such as orientation sessions, wellness events, and presentations on specialized topics. Programs are also developed in consultation with students, faculty, and student-service provides in other units (e.g. the Faculty of Arts)
• Liaises with student associations. Consults with the Administrator, undergraduate faculty advisor(s) and Chair about student-led activities.
• Represents and promotes CRWR at career fairs, seminars, and other venues related to the undergraduate programs. Represents CRWR on committees related to undergraduate student advising issues and at articulation meetings. May collect, analyze, and present information on CRWR programs at UBC and other universities, and report back on issues. Serves as a persuasive representative of the unit s views
• Serves as one of UBC-Vancouver s representatives on BCCAT Articulation Committee
• In collaboration with faculty undergraduate advisor(s) and the Chair, develops and maintains the BFA handbook
• Initiates Category 2 curriculum change requests to ensure alignment of academic calendar with program and course requirements
• Provides assistance to faculty for Category 1 curriculum changes
• Provides information on undergraduate students as required to the faculty member responsible for awards
• Performs other related duties as required



Consequence of Error/Judgement

This position interacts directly with students and the academic community on issues concerning registration, graduation and program promotion. Directly affects the reputation of the Creative Writing Program and undergraduate enrolment levels. Incorrect or inappropriate decisions may jeopardize students academic programs and their ability to graduate or acquire funding for their studies, and may affect the credibility of the unit, the operations of the Program and Arts Advising offices.



Supervision Received

Works independently. Receives work direction and general supervision from the Administrator and Chair.



Supervision Given

Supervises and orients staff and student workers as required.



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• 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
Undergraduate degree in a relevant discipline; preferably in Creative Writing. Experience explaining University rules and procedures to students. Experience with diverse student population and work environment. Excellent time management, organizational, analytical, problem solving skills. Ability to interpret and implement policies and procedures. Ability to communicate effectively verbally and in writing, reflecting creative, diplomatic, inter-culturally sensitive, patient, and tactful interaction. Ability to exercise sound judgment and decision-making skills and to respect confidentiality. Ability to draft and edit well-written correspondence and reports. Information technology skills and demonstrated ability to use database and spreadsheet software. Information technology skills - demonstrated ability to use MS Excel, Word; experience with and ability to use UBC systems: SISC, FSC, Scientia scheduling software and Connect. Knowledge of UBC registration and scheduling software an asset. Ability to update departmental web site Wordpress including development of and extracting data from forms. Ability to travel off-campus and attend meetings and seminars related to undergrad education.