Employment Category: Full-Time, Permanent
Location: Vancouver, BC (Hybrid)
Reports To: Executive Director, Academic Operations and Initiatives
Application Requirement: Cover Letter
Primary Purpose
Reporting to the Executive Director, Academic Operations and Initiatives, the Academic Consideration Advisor coordinates academic consideration requests for students experiencing extenuating circumstances that affect their academic progress. The Advisor serves as a primary point of contact for students and works collaboratively with faculty, academic administrators, Accessibility Services, and other student support units to ensure requests are addressed consistently, appropriately, and in accordance with institutional policies and procedures.
The Advisor reviews requests and supporting documentation, identifies appropriate options, facilitates communication among relevant stakeholders, and maintains accurate records. The role also analyzes academic consideration data to identify trends, emerging concerns, and opportunities for process and service improvement.
Specific Responsibilities
The Academic Consideration Advisor will, at various times, be responsible for the following duties, as well as other related responsibilities assigned in support of UCW's business objectives, mission, and purpose:
- Serve as the primary point of contact for students experiencing extenuating circumstances that may affect their ability to meet academic requirements, particularly where formal academic accommodations do not apply.
- Receive, review, and process academic consideration requests in accordance with institutional policies, procedures, and established protocols.
- Review supporting information, identify available consideration options, and coordinate requests and outcomes with faculty and other relevant stakeholders.
- Provide clear and consistent guidance to students, faculty, and staff regarding academic consideration requirements, processes, timelines, and available support resources.
- Maintain accurate and confidential documentation of academic consideration requests, decisions, and outcomes.
- Develop, implement, and maintain a centralized tracking and reporting system for academic consideration requests to support case management, timely follow-up, data integrity, trend analysis, and institutional reporting.
- Analyze academic consideration data to identify trends, recurring issues, emerging concerns, and opportunities for institutional improvement.
- Review, streamline, and continuously improve academic consideration processes, workflows, policies, procedures, guidelines, and operational frameworks, identify gaps and recommending enhancements as institutional needs evolve.
- Build and maintain effective working relationships with faculty, academic administrators, Accessibility Services, and other student support units to support timely and consistent academic consideration processes.
- Identify students with multiple or recurring academic consideration requests, facilitate appropriate follow-up, and connect students with relevant academic, accessibility, or student support services.
- Liaise with Accessibility Services and relevant academic units, as required, to support the effective implementation of approved academic accommodation plans.
- Develop and maintain institutional information, forms, guidance materials, and resources related to academic considerations.
- Develop and facilitate training and information sessions for faculty and staff to support consistent understanding and application of academic consideration policies and procedures.
- Establish and facilitate a cross-faculty community of practice to promote consistency, knowledge sharing, and continuous improvement in academic consideration practices.
- Support examination arrangements and invigilation where required in connection with approved academic considerations or accommodation plans.
- Collaborate with the Academic Operations team and other institutional units on cross-functional initiatives related to academic considerations, student support, and broader academic operations.
- Perform other related duties as assigned in support of the department’s operational needs and UCW’s strategic priorities.
Competencies
Position Requirements
- Demonstrated practical knowledge of student advising, academic support, and case-management practices applicable to students experiencing extenuating circumstances in a post-secondary environment.
- Ability to assess and respond to both straightforward and complex academic consideration matters using sound judgment and established policies, procedures, and protocols.
- Strong ability to interpret and communicate academic policies, procedures, requirements, and available options to students, faculty, and staff.
- Strong interpersonal skills and emotional intelligence, with the ability to engage students experiencing challenging or sensitive circumstances with professionalism, empathy, and appropriate boundaries.
- Ability to build effective relationships, trust, and credibility with students, faculty, academic leaders, and student service units.
- Ability to adapt communication, training, guidance, and resources to meet the needs of different audiences.
- Demonstrated ability to manage a high-volume caseload, prioritize competing demands, maintain appropriate follow-up, and work independently with limited direction.
- Strong organizational skills, accuracy, attention to detail, and ability to maintain confidential and sensitive records.
- Ability to identify procedural or service gaps, analyze issues, and recommend practical solutions and opportunities for continuous improvement.
- Ability to support the development, implementation, and improvement of academic consideration policies, procedures, workflows, and tracking systems.
- Ability to analyze academic consideration data, identify trends and recurring issues, and contribute to evidence-informed recommendations and reporting.
- Ability to facilitate training, working groups, and communities of practice to promote consistency in academic consideration processes.
- Demonstrated commitment to equity, diversity, accessibility, inclusion, Indigenization, and human rights, including awareness of barriers that may affect equity-deserving groups.
- Demonstrated high standards of ethics, confidentiality, discretion, tact, professionalism, and diplomacy.
- Advanced oral, written, and interpersonal communication skills.
- Proficiency with Student Information Systems, Learning Management Systems, Microsoft Office, and other case-management or tracking technologies.
Education And Experience
- Bachelor’s degree in education, student affairs, counselling, social sciences, administration, or a related field; an equivalent combination of education and relevant experience may be considered.
- Minimum of three years of relevant experience working with or advising students in a post-secondary education environment.
- Demonstrated experience reviewing student circumstances, providing guidance, and applying institutional policies and procedures to individual cases.
- Experience working collaboratively with faculty, academic administrators, and student service units.
- Experience managing a high volume of student cases, requests, or appointments in a fast-paced environment.
- Experience maintaining confidential records, tracking cases, and preparing reports or analyzing service data.
- Experience contributing to the development or improvement of policies, procedures, workflows, or student service processes is considered an asset.
- Experience developing or delivering training, guidance materials, or staff/faculty resources is considered an asset.
- Experience working with diverse populations and equity-deserving groups is considered an asset.
- Knowledge of relevant post-secondary legislation, accessibility requirements, institutional policies, privacy requirements, and related standards or guidelines is considered an asset.
University Canada West (UCW) is committed to fostering a diverse, equitable, inclusive and accessible learning and working environment where all individuals are treated with dignity and respect. We encourage applications from individuals of all backgrounds, including Indigenous peoples, First Nations, Métis and Inuit peoples, racialized persons, persons with disabilities, persons of diverse gender identities and expressions, and individuals of all sexual orientations. We recognize that historical and systemic barriers continue to affect equity-deserving groups and strive to promote inclusive practices and equitable access to opportunities across our institution.
University Canada West acknowledges that its campuses are situated on the traditional, ancestral and unceded territories of the xʷməθkʷəy̓ əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Nations.
We thank all applicants for their interest in University Canada West. Please note that Canadians and permanent residents of Canada will be given priority consideration, and only shortlisted candidates selected for an interview will be contacted.
