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.
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
September 15, 2026At 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
Associate Academic Advisors are responsible for providing and assessing academic advising services, programs and projects for the Faculty of Science in order to support the academic success, personal development and retention of approximately 10,100 students enrolled in undergraduate degree, dual and joint degree, and diploma programs in the Faculty of Science. The Associate Academic Advisor is responsible for providing advising services to students for all service points including in person, email, phone, web-mediated etc. Additional responsibilities for this position include: managing overseeing programs in support of Science Advising, for prospective and new Science students in secondary schools; managing overseeing recruitment and retention activities; using information technology as it relates to Science Academic Advising and the Faculty of Science.
Organizational Status
Reports to the Associate Director, Student Experience; interacts regularly with Science Advising personnel, students, faculty and university members, departmental advisors, student peer advisors and co-op students.
Work Performed
General global responsibilities of a member of the Science Advising Team
- Responsible for maintaining knowledge and actively participating in a large support system for a diverse student body facing sometimes challenges issues related to e.g. language, intercultural issues, student wellness, equity and inclusion, access and diversity.
- Maintain current knowledge of academic advising standards and best practice to serve a diverse population of student by attending and presenting at conferences and workshops and maintaining membership in academic advising organizations.
- Conduct research and prepare briefs, data and reports related to advising services and the development and application of information technologies.
- Research and implement liaison initiatives between Science Advising and other Faculties and campus units.
Academic Advising, Retention and Development
Academic advising involves the development, coordination and implementation of 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. The Associate Advisor will:
- Assess student academic records and histories in order to help students identify academic specializations in line with their personal and career goals. To do this, advisors must be able to probe student interests as many will be undecided in these goals.
- Contribute to the review of the academic performance of approximately 10,100 Faculty of Science undergraduate student records to ensure they meet promotion, continuation, and graduation requirements in the BSc and BCS programs.
- Investigate and resolve complex issues relating to registration, credit limits, registration blocks, transfer credits, and other discrepancies: update student record (e.g. grades, course registration, sessional standing etc.), as appropriate: confirm student status for reporting purposes.
- Inform students about the requirements for admissions to majors and for degree-completion. All advisors teach students to manage complex information, including how to use the tools available for ongoing degree planning. They evaluate student use of these tools and communication methods about how to use the tools; they investigate and resolve any discrepancies or technical difficulties.
- Identify students in crisis, either personal or academic, respond to student s struggle in identifying and implementing an appropriate action plan; manage the case to resolution; advise on available academic options and campus supports and services, including referrals to appropriate campus units. Work closely with UBC Managers, Student Support Services on highly complex student emergencies.
- Investigate and resolve inquiries from other campus units i.e., Admissions, Enrolment Services, Access and Diversity, Counselling Services and other UBC Faculties and University units.
- Interpret and apply University and Faculty policy in relation to individual student programs: propose exceptions to policy for individuals.
- Investigate and resolve complex student issues; assess issues and identify and implement solution. Use judgment to consult Access and Diversity office on complex requests for student accommodation and concessions. Exercise judgment in evaluating requests that require exceptions to Science and Senate academic policy.
- Advise on requests for Academic Concession; evaluate documentation, liaise with instructors, medical professionals, and other student service professionals to determine appropriateness of concession. Working closely with the Asst. Director, supports the determination of the type of concession based on assessment of student ability to complete coursework.
- Support the recruitment and yield of prospective students to meet the Faculty and University mandates and enrolment targets; develop relationships with counsellors, parents, and prospective students through presentations at local, national, and international University events and through email correspondence.
- Advise prospective UBC Science students, including those seeking transfer or readmission to Science, regarding admission criteria and procedures. Assess transfer credit articulations and provide accurate information regarding registration matters and exemptions from program or department requirements. Contribute to, interpret, and apply University and Faculty of Science admission policies related to undergraduate programs for admission, readmission, and internal transfer.
- Evaluate BSc applications under the Broader Based Admission category. Assess non-academic factors pertaining to the evaluation and admission of applicants. Exercise professional judgment in assessing circumstances that require special conditions.
Communications
- Support student-facing communications representing the Dean s Office, Student Engagement and Advising (including regular e-newsletters, social media channels, digital signage, webinars etc.)
- Identify opportunities and implement communication campaigns to target communications to segmented groups within the undergraduate Science student population (e.g. first year domestic, first year international, new-to-Science internal/external transfer students) including newsletter segmentation and pre-arrival information, registration support.
- Develop and employ a system to deliver assets to departmental advisors, professors, TAs and staff to promote timely resources and information.
- Support advising cycle processes, including updating content on the Science website, online academic calendars, forms, promotional materials (e.g. brochures, fact sheets etc.).
Projects and Programming
- Work together with Science Advising, Student Engagement and central Student Services teams to plan and execute orientation and advising events (e.g., Jump Start, Imagine Day, Beyond First Year) to improve the undergraduate experience and assist students with the cultural and academic transition to UBC.
- Make oral presentations using information technology at recruitment events, including virtual events.
- Participate in the development of and delivery of workshops, public information sessions and special events to address general advising and stream-specific information.
- Proactively work to ensure students successfully manage the transition to university life and studies. Conduct research, recommend, develop and implement new transition and retention projects for Science students.
- Evaluate effectiveness of programs and events, and make recommendations for future improvements. Identify areas where programs and services would support and enhance student academic success and engagement.
- Propose, develop and deliver new programs and services as appropriate.
- Participate in advising and orientation events for other campus units.
Other responsibilities:
- Participate in the recruitment, hiring and training of other professional advisors and student workers as needed.
- Participate in development of operating policy to improve efficiency.
- Perform other tasks related to the support and development of student advising and recruitment.
- Sit on cross-campus committees as required.
Consequence of Error/Judgement
Misinterpretation of University and Faculty policies can cause students serious difficulties in attaining their educational objectives. A wide latitude of decision making is required, based on a thorough knowledge of the policies and procedures of the University and the Faculty of Science. The incumbent exercises considerable judgment and must demonstrate tact and discretion. Advising decisions directly affect the quality of a student undergraduate experience. Poor performance in this position will contribute to inefficient operation and low quality or uncaring service being provided by Science Academic Advising. If an Associate Advisor does not consider, thereby endangering the intercultural aspects of communication with students, it may negatively affect the advisor s ability to function in a culturally diverse arena. Errors in judgment, poor advising, and/or inconsistency in decision making could have a significantly negative financial, academic, and personal consequences for students, including serious difficulty in attaining their educational goals and even delay graduation. Consequence of error is high and poor judgment and/or lack of cross-cultural sensitivity would compromise the integrity of the Science programs as well as jeopardize the reputation of the Faculty of Science and the University, thereby affecting the recruitment and retention of students: Failing to be alert to a student s well-being or struggles and the resulting impact 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
The Associate Advisor works independently under the general direction of the Associate Director, Student Experience.
Supervision Given
This position may supervise student workers (peer advisors, work-study students).
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. A Science degree is preferred. Minimum of one to two years of related experience or the equivalent combination of education and experience. Advising experience at the post-secondary advising or other student services area, or an equivalent combination level preferred. To achieve the Faculty's goal of education and attracting highly qualified students to Science, this position requires a broad understanding of secondary and post-secondary systems.
Exceptional interpersonal skills.
Excellent time management and organizational skills.
Excellent analytical and problem-solving skills.
Good decision-making abilities.
Ability to work independently with initiative, and effectively within a team environment.
Ability to handle stress within a multifaceted work environment.
Ability to travel outside UBC Lower Mainland, within Canada and internationally.
Information technology skills, including standard office software, desktop publishing, report design.
Knowledge of the SIS/SISC preferred.
Demonstrated ability to communicate effectively in writing and orally, one-on-one and in public speaking roles is essential.