Associate Director - Student Academic Support - Leave Replacement

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Student Management, Level C

Job Title

Associate Director - Student Academic Support - Leave Replacement

Department

Student Academic Services | Dean’s Office, Faculty of Graduate and Postdoctoral Studies

Compensation Range

$6,378.58 - $9,189.17 CAD Monthly

Posting End Date

September 7, 2021

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

Job End Date

Apr 23, 2023

Job Description Summary

The Associate Director, Student Academic Support is responsible for effectively managing a large caseload of graduate student and graduate program advising, particularly with regard to complex academic, financial, personal and health situations which jeopardize student success and/or well-being. The incumbent serves as a primary point of contact for students, staff and faculty who seek assistance with addressing complex situations and is responsible for managing G+PS involvement in cases through to resolution. Formulates intervention plans based on detailed information and histories collected from all appropriate parties, and provides advising, guidance, policy interpretation and referrals as appropriate. In collaboration with relevant parties and other support professionals, formulates and enacts plans to address complex situations. Provides direction to students, staff and faculty on administrative actions that are required to support resolution plans for complex cases. The Associate Director, Advising is a senior professional resource for managing the University s effective response to very sensitive, complex and highly consequential problems for UBC s extremely diverse and high-value population of graduate students. Provides key input to the development and implementation of organizational strategies, initiatives and policies that promote wellness for graduate students.

Organizational Status

The Associate Director, Advising works closely with the Director, Academic Support. Also works with Vice Provost/Dean, Associate and Assistant Deans, and other senior staff in Graduate and Postdoctoral Studies (G+PS). Interacts with senior academic and administrative staff within the University, particularly in graduate programs and other student service units such as Access & Diversity, Student Support Services (Early Alert), Student Conduct and Safety, Student Housing, International Student Development, Enrolment Services, the Ombuds Office and other units related to graduate student success and well-being. Liaises with colleagues at other higher education institutions (national and international), professional associations, accreditation bodies and governmental agencies.

The incumbent will work in a standard office environment at UBC Vancouver. Some evening and weekend work may be required.

Work Performed

Complex Case Management - 80%

- Manages large caseload of complex and sensitive graduate student/graduate program advising, particularly in relation to academic, financial, personal and health difficulties which jeopardize student success, from initial consultation through to completion/resolution

-Serves as a primary point of contact for students, staff and faculty who seek assistance with addressing complex situations

- Formulates intervention plans based on detailed information and histories collected from all appropriate parties, often employing highly active listening, personal interviewing, and documentation retrieval activities. Draws on knowledge of mental health and counseling knowledge and skills when making an initial assessment through a structured judgment process, and when makes recommendations to support senior academic and administrative staff decision-making.

- Provides direct advising, guidance, referrals and policy interpretations to students, staff and faculty via in-person meetings, phone and email; escalates highly complex cases as appropriate to Senior Director, Assistant/Associate Deans or Dean.

- Chairs and mediates meetings between parties (often conflicted) to establish common understanding of complex situations and available options for addressing them

- In collaboration with involved parties and other support professionals, investigates, formulates, recommends and enacts plans to address complex situations

- Serves as main G+PS liaison to the UBC Early Alert team to coordinate and lead appropriate responses to Early Alerts submitted for graduate students. Sits on the Early Alert committee for consults, as appropriate. Participates in regular case briefing meetings with the Managers, Student Support Services

- Consults with Counseling Services, Student Health Services, Access and Diversity, International Student Development, Enrollment Services, Ombuds, UBC Legal, Student Conduct and Safety, Student Housing and other units regarding students of concern and liaise with these and other University departments to expedite resolution of problems

- Develops and maintains relationships with Graduate Faculty, Department Heads, Deans, and with campus and community resources in order to be the resource to them this role expects

- Identifies gaps in service both within G+PS and within program offices and develops and shares potential solutions

- Communicates directly with students, staff and faculty involved in complex situations to summarize action plans, options and outcomes, stepping in further to be the single point of contact on highly complex cases where the student is so unwell that they need advanced guidance

- Draws on counseling knowledge and skills when providing coaching support to the Graduate Advisor, Supervisor or Graduate Program staff as appropriate to the nature of the concern and case complexity

- Provides coordinated support bringing together all relevant campus partners and Graduate Program faculty to assist students needing to step away from studies and also for re-entering studies on voluntary or involuntary leaves of absence taken to address mental health concerns

- Provides direction to students, staff and faculty on administrative actions that are required to support resolution plans for complex cases (e.g. leaves of absence, alternative registration statuses, etc.)

- Develops and maintains system to track progression and outcomes of complex cases, both to ensure they are adequately addressed and to assess demand for resources within G+PS and larger graduate community

- Tracks progression and outcomes of complex graduate student situations

- Identifies trends and patterns in complex graduate student cases for follow-up by G+PS leadership

- Identifies issues with academic policy as a result of case management, making recommendations for academic policy changes to the Senior Director and Associate Deans. Provides key input to the development and implementation of organizational strategies, initiatives and policies that promote wellness for graduate students

- Provides data, descriptions and summaries of complex graduate student cases for the use of the Dean and other senior leaders on campus

Training and Outreach - 15%

- Delivers and collaborates with partners to deliver and develop training and outreach services that enhance the experience of a diverse population of graduate students and assists the University in creating a safe and welcoming learning, working, living and playing environment, with specific attention to a wide range of topics relating to graduate student well-being and academic success

- Develops and maintains content on G+PS website related to complex graduate student cases

- May serve on or advise campus committees or task forces related to graduate student success

- Maintains connections with colleagues at other universities to share information and best practices related to complex graduate student cases and student success.

Other duties commensurate with the skills and experience of the position - 5%

Consequence of Error/Judgement

This is a key senior administrative position responsible for managing highly sensitive situations involving graduate students at risk of non-completion of studies, including those involving mental health and interpersonal crises. Actions and decisions may be binding to the University and are crucial to the academic and personal welfare of students since they directly affect admission, academic progress, the right to continue in a program, and the determination of qualifications for graduation. Incorrect actions or decisions may damage the careers of students and lead to academic appeals or lawsuits.

Supervision Received

Reports directly to the Director, Academic Support; receives direction from Vice Provost/Dean and Associate Deans. Works independently within established case management practice guidelines, University policy, and Provincial privacy legislation. Works within a model of collegial consultation and collaboration. Work is reviewed for overall effectiveness.

Supervision Given

Provides functional direction to Student Academic Services and Graduate Awards teams (M&P and CUPE staff) on administrative actions required to address complex student situations

Preferred Qualifications

Undergraduate degree in a relevant discipline.Graduate degree, preferably in the area of higher education, counselling, social work, law or a related field, from a recognized university, or an equivalent in education and experience.Minimum of four to five years of related experience or the equivalent combination of education and experience.A minimum of five years of relevant professional and/or advising experience. Professional experience working directly with domestic and international graduate students, faculty and staff member desired. Experience managing and collaboratively resolving complex administrative, interpersonal and personal conflicts highly desired. Counseling and/or social work or similar case management experience preferred. Demonstrated skills in case management and dispute/problem resolution. Superior communication skills (oral, written and presentation).Ability to demonstrate the highest level of tact, diplomacy, and strategic intelligence in facilitating dialogue and dealing effectively with difficult situations.Outstanding interpersonal skills.Proven ability to adapt and to work effectively in a multi-tasked environment under pressure with high volume of work and critical deadlines.Proven ability to think creatively and innovate solutions to organizational challenges.Ability to work effectively as a member of a team to facilitate team goals and encourage best effort amongst colleagues.