Academic Advisor

Job Category

Job Profile

Job Title

Department

Compensation Range

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Posting End Date

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 Summary
The Faculty of Management (FoM) is a growing academic unit at UBC Okanagan dedicated to shaping responsible leaders through experiential career-integrated and community-engaged education. Academic Advisors play a central role in supporting student success wellness retention and timely progression toward degree completion.

Academic Advisors provide comprehensive academic advising to students in the Faculty of Managements suite of programming. They support students through course planning program navigation and decision-making while applying university policies managing concessions and special requests and connecting students with appropriate resources. Advisors work closely with faculty staff and campus partners to create an inclusive supportive learning environment and contribute to ongoing improvements in advising programs and student services.

Organizational Status
The Academic Advisor reports to the Manager Academic Advising. The incumbent works with considerable autonomy and exercises sound judgment when advising students interpreting policy and recommending solutions. This role collaborates regularly with key stakeholders within the UBC Faculty of Management and UBCO including Associate Deans faculty members Enrolment Services Global Engagement Office Indigenous Programs & Services Health & Wellness supports the Centre for Accessibility and other partners across campus.

Academic Advisors may provide functional direction to student employees and assist with orientation training and onboarding of colleagues within the Facultys student support team.

Work Performed
Academic Advising (Core Function)

• Provides holistic student-centered advising through appointments drop-ins email and proactive outreach.

• Assesses and interprets students academic goals performance personal circumstances and long-term plans to guide decision-making and post-graduation plans.

• Supports course selection program planning degree mapping and interpretation of requirements.

• Anticipates student needs and provides proactive guidance beyond the initial presenting concern.

• Advises students faculty and staff on the interpretation and application of academic policies procedures and degree requirements.
  

Concessions Special Requests & Policy Application

• Evaluates and adjudicates student requests for academic concessions considering documentation context and policy.

• Communicates outcomes with clarity sensitivity and consistency.

• Identifies complex cases requiring Manager involvement and collaborates to determine appropriate decisions.

• Interprets and applies UBC and Faculty policies with autonomy and informed judgment identifying when exceptions or escalations are warranted.

High-Volume Period Support (Registration Start of Term Add/Drop)

• Provides intensive advising during peak cycles including walk-in support triage and real-time decision-making.

• Assists students with schedule adjustments registration barriers prerequisite issues and course load considerations.

• Troubleshoots enrolment challenges and identifies emerging patterns requiring escalation to the Manager or academic leadership.

Student Progress Monitoring Retention & Development

• Reviews academic performance monitors progression and identifies students who may be struggling or at risk.

• Conducts outreach to students flagged through early alerts academic standing review or behavioural changes.

• Supports students in developing action plans to address academic or personal difficulties.

• Coaches students toward holistic success including wellbeing engagement and balanced academic planning.

• Celebrates academic milestones progress and persistence to strengthen student motivation and retention.

Student Support Wellness & Referrals

• Creates an environment where students can disclose challenges seek support and explore solutions safely.

• Assesses student needs holistically and identifies concerns related to mental health financial stress personal circumstances or transition difficulties.

• Makes referrals to appropriate supports including:

  • Health & Wellness Counselling

  • Centre for Accessibility

  • Financial Advising

  • Indigenous Programs & Services

  • Equity & Inclusion support

  • Sexual Violence Prevention & Response Office (SVPRO)

• Manages emotionally complex or sensitive cases that require confidentiality compassion and collaboration across units.

Documentation Systems & Assessment

• Documents advising interactions and decisions thoroughly and accurately in advising systems.

• Maintains student records in compliance with university standards.

• Uses advising technologies student information systems (e.g. OAMS 12Twenty and Workday) and planning tools effectively.

• Tracks advising activity identifies trends in student needs and contributes to continuous improvement initiatives.

• Participates in training related to advising systems policy changes and best practices.

Cross-Functional Collaboration & Faculty Engagement

• Coordinates with instructors program directors and faculty members regarding student concerns academic performance and program requirements.

• Works collaboratively with Career & Co-op specialists to support holistic student development.

• Contributes to orientation workshops outreach campaigns and transition programming.

• Participates in committees and student support initiatives as required.

Consequence of Error/Judgement
Errors in advising inconsistent application of policy or failure to identify students in crisis may have significant academic financial or personal consequences for students and may negatively impact the Facultys reputation. Sound judgment sensitivity and accuracy are essential. Misinterpretation of university policy or mishandling of complex cases may delay student progress or compromise student wellbeing.

Supervision Received
Works independently under the general direction of the Manager Academic Advising. The Advisor exercises autonomy and professional judgment in decision-making within established policies and practices. Work is evaluated based on overall effectiveness quality of advising and achievement of unit goals.

Supervision Given
May provide direction to student employees and support onboarding of new staff. May offer guidance to peers regarding policy interpretation or advising practices.

Qualifications
Minimum Qualifications

• Undergraduate degree in a relevant discipline.

• Minimum of three-four years of related experience or an equivalent combination of education and experience.

• Willingness to respect diverse perspectives including perspectives in conflict with ones own

• Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

• Experience in post-secondary academic advising student affairs counselling or related fields; UBC experience preferred.

• Advanced ability to communicate with tact and sensitivity in emotionally charged or complex situations.

• Strong analytical skills the ability to interpret policy and independent decision-making capacity.

• Demonstrated ability to build relationships collaborate across units and work effectively on cross-functional teams.

• Exceptional written and verbal communication time management and organizational skills.

• Experience working with student information systems (e.g. Workday) Microsoft Suite and other advising tools.

• Ability to work flexible hours during peak periods or special events.