Graduation Lead

Staff - Non UnionJob CategoryM&P - AAPSJob ProfileAAPS Salaried - Student Management, Level AJob TitleGraduation LeadDepartmentStudent Advising and Engagement | Dean's Office | Faculty of ScienceCompensation Range$5, $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 DateNovember 27, 2025

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

Job End Date

Ongoing

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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

A key member of the Science Advising team, the Graduation Lead is responsible for providing and assessing academic advising services pertaining to the multi-faceted May and November graduation process in the Faculty of Science. This role manages or leads student programming and projects for the Faculty of Science in order to support the academic success, personal development and retention of approximately 10,500 students enrolled in undergraduate degree, dual and joint degree, diploma and professional graduate programs in the Faculty of Science. The Graduation Lead provides advising services to students for all service points including in person, email, phone, web-mediated etc.

Organizational Status

Reports to the Associate Director, Student Experience; interacts regularly with Science Advising colleagues, students, faculty and university members, departmental advisors, student peer advisors and co-op students.

Work Performed

Graduation & Program Evaluation
- Manages all aspects of advising services related to graduation, including the adjudication and evaluation of students in the Faculty of Science.
- Works with departmental advising offices to ensure all Faculty and specialization requirements are met.
- Evaluates exceptional graduation cases and consults with Assistant Dean and/or Associate Dean when appropriate.
- Manages large complex graduation database; extracts data, performs analysis and produces reports.
- Evaluates and admits Science students to double major and minor programs, requiring assessment of admission requirements, academic progression and overall academic record.
- Interprets and applies University and Faculty policies in relation to individual student programs: recommends exceptions to policy for individuals.

Projects and Programming
- Evaluates existing advising business processes and proposes streamlining and/or improvements.
- Conducts research and provides data-driven recommendations for future iterations.
- Advises on and supports Faculty of Science units (e.g. Science Advising team and department contacts) on systems, technological functions and data use; supports training of the team and campus partners on advising tools and provides troubleshooting support as necessary.
- Participates in the development and delivery of virtual and in-person programming, public information sessions and special events to address general advising and stream-specific information for prospective and current students.

Academic Advising
- Advises prospective and current students in the Faculty of Science through all service points (front line, in-person, phone, email).
- Assesses student academic records and histories in order to help students identify academic specializations in line with their personal and career goals.
- Investigates and resolve complex issues relating to registration, credit limits, registration blocks, transfer credits, and other discrepancies.
- Identifies 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.
- Exercises judgment to investigate and resolve complex student issues, working with campus partners (e.g. Centre for Accessibility, UBC Counselling) on complex requests for student accommodation and concessions.
- Advises 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 Associate Director, Academic Support, supports the determination of the type of concession based on assessment of student ability to complete coursework.

General global responsibilities of a member of the Science Advising Team
- Keeps knowledge current and actively participates in a large support system for a diverse student body on challenges related to language, culture, student wellness, equity and inclusion, access and diversity.
- Maintains current knowledge of academic advising standards and best practice to serve a diverse population of students by attending and presenting at conferences and workshops and maintaining membership in academic advising organizations.
- Contributes to the review of the academic performance of Faculty of Science undergraduate student records to ensure they meet promotion, continuation, and graduation requirements in the BSc and BCS programs.
- Conducts research and prepares briefs, data and reports related to advising services and the development and application of information technologies.
- Researches and implements liaison initiatives between Science Advising and other Faculties and campus units.

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. Incorrect assessment of suitability for graduation could negatively impact the reputation of the student or UBC. 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. 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. 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.

Supervision Received

The Graduation Lead works independently under the general direction of the Associate Director, Student Experience.

Supervision Given

This position may supervise student workers (peer advisors, work learn students).

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of one to two years of related experience or the 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 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 adaptability, 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 UBC's student system (SIS/Workday Student) preferred.
Demonstrated ability to communicate effectively in writing and orally, one-on-one and in public speaking roles is essential.

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