Data Science Undergraduate Advisor

The Data Science Undergraduate Advisor is responsible for leading and delivering student advising and services in Data Science (DSCI) programs and courses. They also manage admissions, course coordination, communications, outreach, and marketing of DSCI programs and courses. This position plays a role in conceptualizing and operationalizing the new BSc Major in Data Science, developing policies, processes, and special initiatives by collaborating with faculty and staff across UBC and beyond.

The new DSCI Major is supported by the BC Government's StrongerBC: Future Ready Action Plan. The program will add more than 120 new seats over the next four years in data science training, to augment established world-class undergraduate programs in computer science, mathematics, and statistics at UBC. The Departments of Computer Science and Statistics jointly operate this program, as well as the Data Science Minor and Master of Data Science programs. In addition to supporting prospective students and students in the Major, this position oversees the support of more than 2,500 first-year students in DSCI courses and more than 130 DSCI Minor students.

Organizational Status

The DSCI Undergraduate Advisor reports to the Director of Finance, HR, and Operations in the Department of Statistics. You will work independently under the general direction of the Undergraduate DSCI Academic Director (UDAD) and collaborate with faculty members of the Undergraduate DSCI Steering Committee (UDSC), in which you are a member.

You will also connect with teaching and administrative teams that span the Department of Computer Science and Department of Statistics, and broader (e.g., Science Co-Op office, Faculty of Science Dean's Office, Enrollment Services, Exchange Office, UBC Student Services). You will interact daily with diverse undergraduate students across the Faculty of Science, UBC-Vancouver, and prospective students from beyond.

Work Performed

Undergraduate Advising & Admissions:

• Oversees the organization and operation of undergraduate advising functions including all matters relating to the BSc programs in DSCI (Major, Minor, etc.).
• Advises current and prospective students with academic matters related to DSCI programs and addresses inquiries of a routine and complex nature.
• Provides comprehensive advice related to admissions, program requirements, transfer credits, course selections and registrations, course exemptions, schedule conflicts, wait lists, and study abroad (e.g., Go Global exchange).
• Reviews and adjudicates course prerequisites, substitutions and/or exemptions, and program requirements.
• Advises and connects students with resources on issues related to tuition, financial assistance, scholarships, awards, and housing.
• Reviews student records regularly to monitor progress and identifies those at academic risk.
• Anticipates and provides advising support to students experiencing academic and/or personal difficulties, and where necessary reports to the University's Early Alert System for students.
• Coordinates with campus resources to provide comprehensive support to students (e.g., Counselling Services, Student Health Services, and Access and Diversity).
• Provides guidance and interpretation on UBC policies and procedures.
• Investigates and resolves academic appeals, academic concessions, academic misconduct, complicated admissions cases, readmissions, and internal transfers, discussing with UDAD and UDSC as necessary.
• Manages the admissions process to DSCI programs and mobilize working groups comprised of staff and faculty members involved in adjudicating applications.
• Adjudicates students for academic progress to determine academic year standing, promotion, degree completion, and graduation.

Service to Undergraduate Programs:

• Develops, implements, reviews, and documents policies and procedures in consultation with UDSC to ensure the growth, success, and continuity of undergraduate DSCI programs.
• Recommends and suggests new initiatives related to student recruitment, marketing, and services that align with the long-term goals of DSCI programs.
• Provides oversight and guidance to UDSC by including experiences gained through student advising to ensure program decisions are inclusive of diverse student perspectives and needs.
• Maintains current knowledge of academic advising standards and best practices.
• Collaborates with UDSC on creation of awards and responsible for its implementation and administration.
• Manages awards application process, solicits and monitors student applications, communicates with students, and assists in adjudication of student awards.
• Oversee training of course coordinators and ensures consistent delivery of services across DSCI courses.
• Manages Teaching Assistant (TA) recruitment, assignment, and training, while working with CPSC and STAT within their existing processes as appropriate.
• Oversees TA evaluations for DSCI courses.
• Liaises with Science Co-Op office for student selection and enrollment.
• Engages and collaborates with University-wide advising teams, working groups, and initiatives.
• Participates in course scheduling by coordinating with schedulers and faculty in Computer Science and Statistics departments.

Professional Development and Events:

• Designs and delivers workshops that support professional skills development for students, collaborating and leveraging existing resources where available.
• Adjudicates student records and integrates their work and research experiences to provide advice on career planning.
• Organizes and deliver events such as Imagine Day, career development workshops (e.g., career panels, seminars), alumni nights, and socials.
• Connects with industry and alumni to develop mentoring and post-graduate networking opportunities.
• Collaborates with other departments to host industry/career fairs.
• Collaborate with and mentor student organizations (e.g., Women in Data Science, UBC Data Science Club) to support their initiatives and activities.

Marketing & Communications:

• Develops and implements strategies for student outreach and recruitment activities including open houses, community outreach, and events or activities related to recruitment of undergraduate students.
• Represents DSCI programs at career fairs, seminars, high schools, and other venues locally and nationally with prospective students and their families.
• Manages, plans and promotes undergraduate student programs including on-line and in-person open houses ad information sessions to attract top students
• Manages the programs' online presence (e.g., website, social media).

Other Duties:

• Develops and provides statistical information and reports related to student issues.
• Participates in program evaluation by preparing and maintaining data related to the program, and by writing summary analyses.
• Researches data science programs at other universities to ensure UBC programs are providing students with a world-class training.
• Manages grant proposal processes, deadlines, and statuses.
• Performs other related and evolving duties in keeping with the qualifications and requirements of the role.

Consequence of Error/Judgement
The DSCI Undergraduate Advisor oversees student management for the Major and Minor programs in the Data Science BSc specialization at UBC, from admissions, graduation, to alumni engagement. Any oversights, omissions, or errors could have a detrimental effect on students' admission, degree progress, completion, and career goals. It is crucial for them to exercise considerable judgment and independence based on a thorough knowledge of policies, procedures, guidelines, and regulations. Their ability to anticipate, investigate, and resolve problems is essential to maintain the quality and efficiency of the program. Errors in judgment may result in adverse impact on programs, teaching, study, and financial plans for the Departments, Faculty and students. The DSCI Undergraduate Advisor must exercise judgment and tact in all dealings to uphold the professional image of the Faculty of Science and the University.

Supervision Received
The incumbent works independently under general direction from the Undergraduate DSCI Academic Director and Steering Committee, and reports to the Director of Finance, HR, and Operations in the Department of Statistics. Work is reviewed in terms of sound management practice and the achievement of specific objectives, conformity with University policies and guidelines, and is aligned with the goals set forth by the Undergraduate DSCI Steering Committee.

Supervision Given
The incumbent will manage support staff (e.g., Course Coordinators) and student workers (e.g., Work Learn students, teaching assistants) as the programs grows. Provides guidance to faculty, staff, and students.

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