Academic Advisor

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Student Management, Level B

Job Title

Academic Advisor

Department

Student Services | Faculty of Pharmaceutical Sciences

Compensation Range

$6,747.50 - $9,701.42 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

November 9, 2024

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

Job End Date

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 is broadly responsible for the development and delivery of academic advising services and programs to support the academic success, wellbeing, and retention of undergraduate students across all current and new programs in the Faculty of Pharmaceutical Sciences. The Academic Advisor contributes directly to the development of policy and priorities of the Office of Student Services and researches, develops, and implements initiatives in support of student academic success.

Organizational Status
The Academic Advisor reports to the Director, Student Services. The incumbent works independently, under the general supervision of the Director and, at times, Program Directors as appropriate, and the Associate Dean, Academic. The incumbent is required to work closely with other units across campus, including, but not limited to, Enrolment Services (ES), the Centre for Accessibility (CFA) and Student Development and Services (SD&S). This individual will also be required to interact and work cooperatively with students, and may receive additional direction from senior leadership within the Faculty.

Work Performed

GLOBAL RESPONSIBILITIES:
- Fully participates in the strategic planning and evaluation of the Faculty s Student Services unit by evaluating programs and services, making strategic
recommendations for areas of improvement, opportunities for innovation to support the strategic direction of the unit.
- Develops, implements and evaluates programs and services in support of student development and wellbeing.
- Collaborates with colleagues across campus, including Enrolment Services and Student Development & Services, to implement initiatives that benefit students.
- Serves as Staff Wellbeing Liaison. Acts as a conduit for new student wellbeing resources and initiatives within the university. Ensures that well-being information is
disseminated to students, faculty, and staff as appropriate.

ACADEMIC ADVISING:
- Advises and provides clear, professional, and accurate consultation to current students on a wide variety of issues including: program and elective requirements,
academic policies, program procedures, registration, and academic schedules.
- Identifies students in crisis, either personal or academic, and advises on academic options and personal support services, making referrals to appropriate campus units,
including Counselling Services, the Centre for Accessibility, Student Health Services, tutoring, and mentoring, as appropriate.
- Engages with the University s Early Alert system to provide support to students.
- Manages and adjudicates academic concession requests from students. Tracks concession requests and identifies students who may benefit from outreach from the
Faculty and connection to support. Liaises with course team to determine how missed work may be made up.
- Advises students who are returning from academic leave.
- Manages the registration process for Faculty programs. Investigates and resolves complex student program/registration issues as they arise.
- Evaluates the academic performance of students to determine if students have successfully met requirements for promotion to subsequent year-level and makes
relevant changes to academic records.
- Assesses and approves graduation applications, ensuring all program requirements are complete.
- Maintains current knowledge of UBC and faculty policies and procedures. Assists students, faculty and staff in their understanding of the application of university and
faculty policies.
- Investigates and resolves inquiries from other campus units i.e., Enrolment Services, Centre for Accessibility, and other UBC units.
- Manages the letter of permission process for the Faculty by interpreting and applying Faculty and UBC policy to adjudicate student requests to study outside of UBC.

PROJECT and PROGRAM MANAGEMENT:
- Runs statistical evaluation and creates reports on student progression, retention, academic concession, graduation, and on other student matters as required.
- Manages academic concession process and makes improvements as required.
- Participates in the development and implementation of first-year orientation in consultation with relevant Program Managers and Directors.
- Participates in the planning, development and delivery of student-facing Faculty events, including (but not limited to) the White Coat Ceremony, the Pre-recorded Interview Questions and Scenarios (PIQS), and the Dean's Reception.
- Manages aspects of the Pharmacy Practice Residency Program, including: advising on the interview process and admission offers for the Residency Program in
consultation with Program Coordinators, developing program procedures and timelines, liaising with other UBC departments, and serving as primary point of contact for
Residency Program Coordinators.
- Manages special projects assigned by the Director of Student Services, Program Directors, or the Associate Dean, Academic as requested.
- Engages in project work to improve existing, or implement new, processes within the Office of Student Services.

AWARDS PROCESS MANAGEMENT and ADJUDICATION:
- Manages an application-based award process. Responsible for communicating award opportunities to students and advising on award criteria. Ensures that award
adjudication criteria are met.
- Adjudicates and assesses undergraduate awards under the umbrella of the Student Progress Committee
- Submits all award recommendations to Enrolment Services

STUDENT RECRUITMENT AND ADMISSIONS:
- Participates in recruitment events for prospective students to the Faculty s undergraduate programs
- Maintains knowledge of admission requirements to the Faculty s current and future undergraduate programs

- Advises prospective students on admission requirements across all Faculty programs
- Participates in the planning and execution of admission events and processes

- Contributes to, interprets, and applies University and Faculty policy related to admission to Faculty programs

OTHER RESPONSIBILITIES:
- Serves as the representative of the Office of Student Services and the Faculty on various committees and in meetings and events as required.
- Ensures compliance with UBC policies.
- Performs other tasks, as required, to support the development of student advising and the operation of Student Services.

Consequence of Error/Judgement
This position impacts the image and reputation of the Faculty locally, provincially, nationally, and internationally. Careless or uninformed decisions may damage the reputation of the Faculty and the University. The incumbent is expected to conform to privacy regulations and to exercise judgment, professionalism, and tact in establishing priorities and carrying tasks through to completion in a timely manner. Must create and adapt procedures to meet new and unusual situations. Decision making and use of discretion is expected in a wide variety of situations and requires thorough knowledge of policies and procedures, consideration of outcomes and consequences of actions, and the ability to navigate complex student issues. Errors may have a serious impact on student progress, may disrupt the operations of the Faculty of Pharmaceutical Sciences broadly, the Office of Student Services and the Office of the Associate Dean, Academic, or jeopardize the mandate of the educational programs causing loss of time and resources; jeopardizing relationships established with internal and external contacts; and resulting in a loss of credibility for the Office of Student Services, and the Office of the Associate Dean, Academic.

Supervision Received
Reports to the Director, Student Services. Performance is reviewed in terms of soundness of judgement, overall effectiveness of services provided, and the degree to which role objectives are met. In addition to the Director, the Academic Advisor may receive guidance from the Associate Dean, Academic, the Director, Entry-to-Practice Education, and other Program Directors as appropriate.

Supervision Given
The Academic Advisor may hire and supervise student employees, and assists in the hiring, orientation, and training of new staff.

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

Expectations for all UBC employees:
- 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