Forestry Student Associate Academic Advisor/Co-op Coordinator

at  University of British Columbia

M&P - AAPS

Job Profile
AAPS Salaried - Cooperative Education, Level B
Job Title
Forestry Student Associate Academic Advisor/Co-op Coordinator
Department
Student Services Support | Dean’s Office | Faculty of Forestry
Compensation Range
$6,747.50 - $9,701.42 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 Date
February 9, 2025
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 Description Summary
The Forestry Undergraduate Student Services oversees all of the programming and support services (both academic and non-academic such as but not limited to community building, social gathering, info sessions and workshops) and within it the Forestry Co-op Program is responsible for the development, implementation, management and evaluation of Co-operative Education in the Faculty of Forestry. Co-operative Education provides students enriched educational experiences for personal and professional growth by working with diverse community partners and sectors to provide transformative workplace learning experiences as part of their Forestry degree programs.

Two major components of the position:

• Undergraduate student advising
• Cooperative Education Coordinator

Additional responsibilities for this position include: development and implementation of Forestry specific recruiting, promotion and retention activities that complement the University Recruitment activities and outreach; JOHSC representative for Student services; assisting in the development and use of information technology as it relates to the Faculty of Forestry and Forestry Student Services, participating in the FoF Wellness committee and administration of the office.
Organizational Status
Reporting to the Associate Director of Student Services, the Forestry Student Associate Academic Advisor/Cooperative Education Coordinator (FSAAA/CEC) works in close cooperation with faculty members, employers and with Program Directors to make sure the most relevant opportunities are provided to our students in the co-op option while always collaborating with the rest of the Student Services Team to assess students’ academic progress in order to support all of our Forestry students as best as we can in their academic journey at UBC.
Work Performed
Co-op Duties
Development, implementation, coordination and evaluation of the Forestry Co-op program in accordance with the national accreditation standards set out by CEWIL Canada
1. Coordinates cooperative education program for all of the degrees offered by the Faculty of Forestry (Natural Resources, Bioeconomy Sciences and Technology, Natural Resources Conservation, Forest Science, Forest Resources Management and Forest Operations, Wood Products processing, Urban Forestry and Indigenous Land Stewardship) in concert with the other aspects of the Forestry undergraduate programs.
2. Researches, identifies, secures and administers potential clients who would benefit from involvement with the Forestry Cooperative Education program.
3. Determines employers’ requirements and evaluates suitable student candidates to match the two together appropriately.
4. Designs and delivers pre-employment training programs and assesses effectiveness of training programs by continually evaluating student preparation for the workplace.
5. Coordinates on-site visits to monitor and evaluate the technical requirements of the student placement and the employer environment with respect to working conditions, safety standards, and academic requirements of the position.
6. Coordinates evaluation of student performance in the work place and resolves performance issues.
7. Evaluates and recommends students for admission to the Forestry cooperative education programs.
8. Promotes, plans and implements coop experience events for students during peak planning and implementation period between April-September. These events may include fairs, lectures, ceremonies, trainings, social activities, or similar events. Coordinates logistics, and ensures venues and equipment meet appropriate risk management standards.
9. Writes and develops communication materials for events including promotional material, programs, letters, emails and web-based communications.
10. Monitors and reports on participation in events by students including creating and sending survey tools to participants to evaluate the success of coop program. Implements changes accordingly. Liaises with other UBC coop programs to promote and run an effective cooperative program.
11. Provides statistical information to UBC Cooperative Education Council as required for funding and reporting purposes.
12. Researches international work permits requirements and ensures all legal and immigration policies are followed when placing students outside of Canada, in consultation with the Associate Director of International Programs, Forestry.
13. Maintains involvement in professional associations in the area of forestry and Cooperative Education.
14. Generate reports three times a year (at the end of every TERM of the Winter Session and at the end of the Summer Session) on student placement statistics, employer profiles, local, national and international work placements and closure rates on posted positions for the Director of Student Services, providing recommendations on coop enrollment strategy based on report outcome
15. Liaises and works closely with the Forestry Student Engagement Officer; liaises with the other Cooperative Education Coordinator; gathering feedback from program participants in order to put forward to the most needed programming at the best time in our students’ academic cycle.
16. Oversees relevant fee collection and course registration.
17. Provides student career advising and counseling.
a) Advise students about development of career plans and provide referrals to other appropriate campus units for further exploration.
b) Educate students on searching for data related to employment, occupational trends and career information.
18. Identifies and coordinates the work of student volunteers.
Academic Advising Duties
The associate academic advisor’s major responsibilities consist of:
19. Program Planning:
a) Advising students on academic and career planning;
b) Reviewing student programs and deciding when requirements have been met or exemptions are permitted
c) Assist students with course selection to ensure they meet Faculty of Forestry degree requirements and selected program prerequisites.
d) Assist students in investigating alternate and/or additional educational options.
e) Evaluate and approve student requests to study outside UBC.
f) Interpret and advise on University and Faculty of Forestry policies and procedures as they apply to individual student programs, escalating more complex issues to senior academic advisor.
g) Plan and execute Faculty of Forestry Advising events designed to improve the undergraduate experience and assist students with the cultural and academic transition to UBC.
h) Evaluate programs and make recommendations for improvements.
i) Participate in advising and orientation events on and off campus.
20. Academic Evaluation: Evaluate and facilitate formal articulations of non UBC courses to then properly allocate toward degree requirements.
a) Assess domestic and international transcripts and course outlines to determine appropriate transfer credit and year level.
b) Investigate and evaluate discrepancies in student records (e.g., un-graded courses, year levels, program specializations, changes in registration, credit loads). Authorize changes where appropriate.
21.Confer Academic Concession (i.e. Standing Deferred, course withdrawal, academic concession)
a) Advise students, departments and faculty on University and Faculty of Forestry policy, procedures and regulations.
b) Evaluate student requests for academic concession and provide appropriate advice, action and follow-up.
c) Identify students in crisis, either personal or academic, and advise on available academic options and personal support services on campus.
Recruitment and Outreach
The incumbent will participate in the recruitment and retention of students to UBC, outreach planning, implementation and follow up.
22. Plan and execute recruitment activities: create presentations to high school counselors and potential prospective students about the Faculty of Forestry and the program that it offers, to be offered both online and in person.
23. Participate in education/career fairs both on-and-off campus.
24. Liaise with high school counsellors, college counsellors to make sure potential students are able to acquire correct and relevant information in order to successfully apply to any of the programs we offer.
Provides back up to both the Co-op Coordinator and the Senior Academic Advisor during periods of absence. Member of both JOHSC and Wellness Committee
Performs other duties as required.
Working Conditions
The incumbent will be provided an office in the Student Services Area in the Forest Sciences Centre with personal computer and access to a network printer. Most work is based on the UBC campus, however periodic travel across British Columbia, Canada and Internationally (to carefully selected geographical areas) to meet potential students and employers might be required.
Consequence of Error/Judgement
Makes independent decisions and recommendations in areas of planning, organizing and scheduling of work. Incorrect decision can compromise the number and quality of student applicants to the program. Failure to adequately assess employers could result in students being placed in inappropriate work environments. Failure to assess and prepare students for appropriate technical work placements could result in loss of credibility of the program with industry. Failure to intervene and resolve student work placement performance problems could result in loss of working relationships between industry and the program. Failure to apply policies and procedures established by the B.C. Ministry of Advanced Education, Training and Technology could result in loss of accreditation and/or financial support.
Supervision Received
Works autonomously under the general direction of the Associate Director of Student Services. Work will be subject to review in relation to program goals.
Supervision Given
Supervises student volunteers, coop students and work study students and provides administrative and technical guidance to support staff.

Minimum Qualifications

• 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 University degree is required preferably in Forestry or Science and knowledge of and experience with Cooperative programs or Human Resource Management is beneficial.
• Five years work experience, preferably in the forest industry, relating to supporting and mentoring employees, marketing, evaluation, or cooperative education or an equivalent combination of experience and education is considered.
• The successful applicant will have excellent interpersonal, marketing/presentations skills.
• Demonstrated oral and written communication and organizational planning skills are essential.
• Some experience having developed and delivered pre-employment training programs and delivering engaging presentations is desired.
• Computer experience required.
• Valid B.C. driver’s license required.
• Undergraduate degree in a relevant discipline.
• Thorough knowledge of and experience with either Co-op programs or Human Resource Management is preferred.
• Minimum of four years experience or the equivalent combination of education and experience.
• Forestry industry related experience, either locally or internationally, is preferred.
• The successful applicant will have excellent interpersonal, marketing/presentation, oral and written communication skills, and organizational planning abilities.
• Strong computer (Word, Excel, database management) skills are required.
• Some experience having developed and delivered pre-employment training programs is desired.
• Travel is required. BC drivers license and access to a vehicle is required.
• Ability to design and deliver pre-employment training.
• Ability to effectively generate business opportunities.
• Ability to effectively market, promote, and sell products and services.
• Ability to deal with a diversity of people in a calm, courteous, and effective manner.
• Ability to provide effective and appropriate guidance and counsel (e.g., career counseling).
• Ability to approach interactions with an awareness of sensitive issues (e.g., issues concerning specific cultures).
• Ability to identify and respond to contentious or sensitive issues with discretion.
• Ability to exercise tact and discretion.
• Ability to effectively deal with difficult people.
• Ability to develop and maintain cooperative and productive working relationships.
• Ability to assist in identifying appropriate courses of action.
• Ability to provide quality service to customers in a courteous, patient manner.
• Ability to effectively resolve complaints in a calm, non-confrontational manner, and by exercising sound judgment.
• Ability to maintain order and control. Ability to develop and deliver effective presentations and workshops.
• Ability to effectively facilitate groups to achieve appropriate outcome.
• Ability to communicate effectively verbally and in writing.
• Ability to listen actively and attentively, and obtain clarification as required.
• Ability to read and comprehend technical material.
• Ability to communicate effectively with Forestry agencies.
• Ability to make thoughtful, informed, and thorough decisions.
• Ability to exercise sound judgment.
• Ability to remain calm, decisive, effective, and safe in emergency or crisis situations.
• Ability to recognize potentially dangerous situations and take appropriate action.
• Ability to maintain accuracy and attention to detail.
• Ability to be thorough, accurate, and have a high level of attention to detail.
• Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English
• Ability to efficiently and effectively coordinate tasks. Ability to gather, record, and organize information.
• Ability to effectively manage multiple tasks and priorities.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to review, analyze, and synthesize complex information into summaries and reports.
• Travel is required.

Please refer the Job description for details