Job Description

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Student Management, Level C

Job Title

Academic Advisor, Vantage College and Faculty of Science

Department

Student Advising and Engagement | Dean's Office | Faculty of Science

Compensation Range

$7,727.33 - $11,112.00 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

October 4, 2026

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

Job End Date

September 30, 2027

This is a 12-month term position for 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.

Job Description Summary

The Academic Advisor, Vantage College and Faculty of Science Advising, is responsible for developing, delivering, and assessing academic advising services, programs and projects to promote the academic success, personal development, and retention of international students enrolled in Vantage College, and in over 50 undergraduate degree, dual and joint degree, and diploma programs in the Faculty of Science where it provides academic support for 9500 international and domestic undergraduate students.. Responsibilities include development and implementation of recruiting and retention activities in fulfillment of Vantage College and Faculty of Science goals, and those which contribute to student success, with programming to ensure the successful transition of all students in Science into university, and with general student advising throughout their undergraduate years in Science. Advisors are responsible for developing, delivering and evaluating Vantage College and UBC 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 leading promotion and progression evaluation (ie., Sessional Evaluation process, At-Risk Evaluation process, Graduation Evaluation process, etc.). 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

The position reports jointly to the Manager, Academic Advising, Vantage College (VC) and the Associate Director, Student Academic Services, Faculty of Science. The incumbent divides their time between Science Advising and Vantage College, working out of both locations. Works independently with considerable autonomy as well as collaboratively with the Director of the Science stream, staff and instructional team in Vantage College, and the Student Advising and Engagement teams in the Science Information Centre. Consults with faculty members and departmental advisors in Science, 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, International Student Development, International Student Initiative, Centre for Student Involvement & Careers, Sexual Violence Prevention and Response Office, Early Alert, and Student Housing.

Work Performed

Primary responsibilities are sub-divided into five areas: (1) Academic Advising; (2) Student Retention and Development; (3) Recruitment and Admissions; and (4) Special Projects.

Academic Advising

As an Advisor, the incumbent develops, coordinates and implements educational services geared to achieving, maintaining or improving student success, retention, and well-being, including guiding students through decisions around degree and career planning and discovery. Exercises considerable autonomy in applying and interpreting policy.

1) Academic Advising

• Draws on in-depth knowledge and understanding of complex degree requirements to advise and coach 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.
• 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.
• 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.
• 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.
• Contributes to the review of the academic performance of approximately 9500 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.
• 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.
• Collaborates on student development projects with other campus units.
• Identifies opportunities for, and implements liaison initiatives between the Faculty of Science and other Faculties and campus units.
• 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

• Evaluates the needs of Vantage College Science stream students and 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.
• Adjudicates eligibility for award and scholarship recipients, study abroad/exchange, program admission, academic concession etc.
• 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.
• 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.
• 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

• Advises prospective students, including those seeking transfer or readmission to Science, regarding admission criteria and procedures.
• Evaluates and interprets high school and post-secondary transcripts to advise newly admitted students about course selection and program options.
• Assesses transfer credit applicability and provides accurate information regarding registration matters and exemptions from program or department requirements.
• Contributes to, interprets, and applies University and Faculty of Science admission policies related to undergraduate programs for admission, readmission, and internal transfer.
• Represents Vantage College and the Faculty of Science through participation in virtual and in-person 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

Each Advisor undertakes specific projects as assigned, directly relevant to students' success, and key to the work of Vantage College and the Science Advising Office and their portfolios. 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 leadership, engaging in assessment, and recommending further action. Projects may be cyclical in nature or involve one-time opportunities.

Consequence of Error/Judgement

The incumbent exercises considerable judgment and must demonstrate tact and discretion.. Decision-making is based on a thorough knowledge of the policies and procedures of Vantage College, the Faculty of Science, and the University.. Advising decisions directly affect the quality of student undergraduate experience. Poor performance including inefficient or uncaring service affects the reputation and credibility of Vantage College, 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 in Vantage College 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 Vantage College and the University.

Supervision Received

Advisors work independently and within a team environment and reports to the Manager, Academic Advising at Vantage College, and the Associate Director, Academic Support in Science Advising. 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.

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 Qualifications

A Science degree is preferred. Advising experience at the post-secondary level preferred. International experience working or studying abroad is expected. Knowledge of the BC and other Canadian secondary school curricula, as well as US, British-patterned, International Baccalaureate, and other major international educational systems is an asset. Knowledge of UBC systems is an asset.

In-depth knowledge of undergraduate Science programs and admission requirements, and International awards programs at Vantage College and UBC. A sound knowledge of University admission criteria, advising services and other resources for international students is expected.

Represents UBC, Vantage College and Science around the world, requiring a high level of cultural sensitivity and appreciation.

Experience in working both independently and on cross-functional teams required.

Demonstrated ability to communicate effectively in writing and orally, one-on-one, virtually, 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.

Experience in managing and supporting projects from multiple stages including design, development implementation, user training, iteration, and ongoing team support.

Proficiency in using Excel eg Pivot tables, Outlook, Zoom, online collaboration technologies e MS Teams Customer Relations Management systems, and ability to adapt to other online systems is required.

Proficiency in using Excel, Outlook, and other standard office software is required.

Demonstrated 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.