Academic Advising Lead, Student Services

The School of Biomedical Engineering (SBME) at the University of British Columbia (UBC) is a partnership between the Faculties of Applied Science and Medicine, established in 2017. Currently the School has 36 core and joint faculty located on campus and at healthcare research institutes, 400+ undergraduate and graduate students, 20+ administrative staff and several research core service facilities. In addition, SBME will move in 2024/2025 into a new building on campus, which will act as a hub for biomedical engineering activities at UBC and beyond. The School is a nucleus for education and training, research, and innovation in biomedical engineering, creating new knowledge, new academic and training programs, and fostering translation and innovation, aspiring to be a global leader in the field. Its vision is to transform health care outcomes through unconstrained exploration of the best possible integrative solutions across engineering, medicine, and biology.

The Academic Advising Lead, Student Services, supports the day to day academic advising operations of the Student Services Office, which serves undergraduate and graduate students in BMEG programs. The position is responsible for leading the major functions of academic advising which include: orientation for new students, progress tracking for students, graduation adjudication, coordination of international exchange and the Coordinated International Experience program, student-focused events, course scheduling and course planning for all degree programs. This position also provides direction, mentorship, training and support to the team of Program and Advising Coordinators. The incumbent typically works standard hours; however, flexibility is required, as some responsibilities may require an irregular schedule, including evenings or weekends.

Organizational Status

This position reports directly to the Senior Manager, Academic and Special Programs, with directions from the SBME Leadership team, including the Graduate and Undergraduate Biomedical Engineering Program Directors, and the Director, Strategic Planning and Operations. In addition, the position works collaboratively with other leads in Student Services team and managers in other administrative teams within the SBME to enhance the effective delivery of information, educational programs, and to positively impact the student experience. Furthermore, this position is expected to work in collaboration with the Senior Manager and other managers in administrative teams to set annual goals and priorities and to work effectively across portfolios to deliver upon those goals.

Work Performed

• Develops and manages the daily advising activities within the Student Services office related to academic program administration and student advising.
• Assesses service delivery, develops policies, procedures, and processes within the department to better serve students or streamline program delivery.
• Supports the Program and Advising Coordinators to deliver excellent student service.
• Identifies effective ways to communicate with students using various methods and platforms, together with the Student Communication team and with Advising staff. This can include, but not limited to, editing website content and Canvas information, creating screencasts, etc., to reach students with the most relevant information for them.
• Manages or escalates exceptional student cases in collaboration with other UBC offices, key staff and faculty members such as Graduate Advisors, Engineering Academic Services, Program Directors, and the Senior Manager.
• Oversees all aspects of Winter and Summer course scheduling within the School, and engages in high level coordination and negotiation with other academic units and Faculties regarding registration restrictions, seats released, and scheduling.
• Collaborates with Program Directors and other Student Services staff to execute the PBME Timetable and second year placement processes for undergraduate students, including leading information sessions for prospective students, liaising with Engineering Academic Services and the student recruitment office.
• Responsible for graduation checks and graduation adjudication for undergraduate students.
• Strategizes, envisions, develops, manages, and executes events related to student orientation, wellbeing, recognition, or advising. Evaluates and analyzes effectiveness of events and strategies for the future.
• Reports advising-related updates to the Senior Manager regularly, communicating effectively with ongoing updates about advising priorities.
• Identifies trends that can be addressed through strategic scheduling or curriculum enhancements, or otherwise.
• Acts as a resource for faculty and staff on a variety of issues related to teaching, courses, and students, including the interpretation of University, Faculty, and Program policies and action in situations not covered by existing policies.
• Oversees the student funding application process, including team contracts and allocation decisions. Manages overall School student group relations, including communication and conflict resolution between team or chapter leadership, the EDTC, the applied science staff, and related faculty advisors.
• Works with the Senior Manager, Academic and Special Programs, SBME Leadership and faculty members on curriculum planning, assessment of learning outcomes, curriculum changes, and ensuring that student programs meet accreditation requirements as laid out by Engineers Canada.
• Strategically identifies academic pathways to integrate study and research abroad learning experience into undergraduate academic programs; determines opportunity, approach, and process in conjunction with Engineering Student Services and partner units at UBC. Works with partner units to establish the value and viability of international learning experiences for students. Creates guidelines and procedures for course evaluation and credit transfer for courses taken at partner universities.
• Represents the School, as required, at formal internal and external events, including open houses, on and off campus information sessions, recruitment fairs, and special events.
• Creates reports on activities, designs and implements surveys of activities and performs statistical analysis. Performs literature searches, evaluates data for usefulness, and draft resource materials. Compiles and prepares statistical data and reports. Develops templates, as required, to streamline processes.
• Participates on School committees such as the Undergraduate and Graduate Curriculum Committees, the Respect, Equity, Diversity, and Inclusion Committee, and others.
• Provides coverage for the Student Services portfolio in the absence of the Senior Manager, Academic and Special Programs.
• Works collaboratively with the other Student Services staff and SBME administrative team on strategic projects to contribute to the School’s educational program success.
• Performs other tasks in keeping with the level, as required.

Consequence of Error/Judgement

Decisions impact the quality of services to students in programs overseen by the School of Biomedical Engineering. Decisions influence the effectiveness of the School’s ability to attract and retain excellent students. Misinterpretation of policies or program requirements could cause serious problems for students in reaching their educational objectives, may delay advancement and graduation, and damage the reputation of the School. An advising decision taken contrary to UBC policy or Canadian Engineering Accreditation Board requirements could cost the School its accreditation.

Supervision Received

Makes decisions regarding policy and/or procedures regarding the day-to-day operations where defined methods do not exist or are unclear. This position reports to and works independently under the general direction of the Senior Manager, Academic and Special Programs. The incumbent is responsible for the effective delivery of programs and services of the Student Services Office. Work is reviewed in terms of effectiveness of services provided and conformity with the University policies and guidelines.

Supervision Given

The incumbent helps provide mentorship, training and guidance to CUPE 2950 staff and supervise them in the absence of the Senior Manager, Academic and Special Programs. For a reporting structure, CUPE 2950 staff report to the Senior Manager, Academic and Special Programs, and they do not report directly to this position.

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

• Experience working in a university environment and knowledge of UBC programs, systems, and services, preferred.
• Previous experience with academic advising, and academic related projects in a post-secondary environment, preferred.
• Exceptional interpersonal skills and experience working with a diverse student population and work environment, preferred.
• Excellent written and oral communication skills with effective demonstration of diplomatic persuasiveness, sensitivity, and the ability to motivate behaviour and secure cooperation and acceptance of decisions or changes.
• Strong analytical and problem-solving skills. Excellent judgement and decision-making skills.
• Ability to work independently and within a team environment. Must be able to work under pressure, prioritize work and meet deadlines; ability to cope with multiple conflicting priorities and interruptions from visitors to the office.
• Ability to supervise, and train professional staff. Ability to effectively manage time and handle stress in a multi-faceted work environment.
• Ability to be thorough and detail-oriented when reviewing data, and when supporting the smooth delivery of administrative processes..
• Experience using student management systems (Workday, FSC, SCMC, OAMS) strongly preferred.
• Ability to receive feedback and to revise approaches to work based on feedback.