MD Admissions & UG Admissions Coordinator

University of British Columbia•Vancouver, BC

3d•Onsite

About The Position

The MD Admissions & UG Admissions Coordinator is responsible for the administrative activities required to complete admissions files for the Doctor of Medicine Program and most Undergraduate programs. In Undergraduate (UG) Admissions, the Coordinator prepares and evaluates undergraduate admissions applications, provides complex information to applicants and their parents, and performs activities to facilitate the admissions process. In MD Admissions, the Coordinator compiles complete admissions files, ensures they are ready for evaluation, and contributes to the selection process by reading and evaluating specific sections of MD applications (academic or non-academic). The role also involves managing documents and electronic records used in the admissions process, which come from various sources. The position's duties shift seasonally, focusing on UG Admissions from December to mid-July and MD Admissions from mid-July to the end of November. The desirable vacation period is in July due to operational needs.

Requirements

High School graduation, plus two year post secondary diploma, plus four 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.
Ability to work effectively independently and in a team environment.
Ability to participate actively in team and staff meetings.
Ability to read and comprehend from a variety of resources.
Ability to understand and apply policies, procedures, and instructions.
Ability to communicate effectively verbally and in writing.
Demonstrated ability to efficiently and effectively solve problems.
Ability to make thoughtful, informed, and thorough decisions.
Ability to exercise sound judgement.
Proven multi-tasking skills; ability to effectively prioritize, to work under pressure, to handle heavy volumes during peak periods, to meet demanding deadlines, and to work maintain accuracy and attention to detail in a dynamic and fast-paced environment.
Strong attention to detail.
Ability to prioritize; strong organizational skills and time management skills.
Ability to answer a wide variety of questions in clear and concise language.
Demonstrated ability to build, manage and maintain high-quality and productive relationships across cultural differences.
Demonstrated ability to effectively communicate and interact with empathy, understanding and respect of diverse and divergent perspectives and behaviours.
Works in a collaborative and inclusive manner, fostering equitable experiences and a respectful environment for all staff.
Acknowledges, reflects upon and challenges one’s own biases and assumptions.
Recognizes and addresses personal and institutional assumptions and behaviours that create barriers to inclusion.
Ability to exercise tact and discretion.
Ability to effectively deal with upset or irate clients.
Excellent knowledge of word processing, spreadsheet, e-mail software and Internet navigation tools.
Able to work competently with University systems such as the Student Information System (SIS), Student Information System Centre (SISC) and Admissions System (AS), Image viewer, Outlook, Customer Relations Management (CRM) and other admission type software and systems and other database systems as needed.
Minimum typing speed: 50 w.p.m.

Nice To Haves

Knowledge of standard academic terminology, and an understanding of undergraduate education.
General knowledge of the structure and organizations of higher education in Canada (e.g., post-secondary institutions, educational systems of BC and other provinces, key organizations like the BC Council on Admissions and Transfer).
Knowledge of the Undergraduate Admissions process, MD Admissions, and UBC's program offerings.
General knowledge of curricula, articulation, transcripts and grading systems for high schools and post-secondary institutions.
Training in office procedures and practices and ability to perform basic mathematical calculations accurately.
Ability to make presentations and speak in public.
Ability to think conceptually (i.e., use creative, conceptual, or inductive reasoning or thought processes to identify patterns of complex data).

Responsibilities

Complete admissions files for the Doctor of Medicine Program and Undergraduate programs.
Prepare undergraduate admissions applications for evaluation and undertake straightforward evaluations.
Provide complex information to applicants and/or their parents regarding admissions processes.
Compile complete admissions files for the Doctor of Medicine Program.
Read and evaluate specific sections of MD applications (academic or non-academic).
Perform activities related to the control of documents and electronic records used in the admissions process.
Process and evaluate applications for undergraduate programs.
Support the review and evaluation of applicants through all five pathways into the UBC MD Program.
Communicate admissions requirements and policies to prospective and current applicants.
Process application materials and documents.
Evaluate academic or non-academic portions of applicant files, including assessment of eligibility.
Communicate issues related to eligibility with applicants.
Use judgment and decision-making when interpreting complex policies and procedures.
Assess applications for evidence of personal qualities considered important for the practice of medicine.
Evaluate applications that fall outside established guidelines for the purpose of determining admissibility.
Process, record, and input information with a high level of detail and accuracy for academic evaluations.
Perform basic mathematical calculations as part of the evaluation process.
Undertake background research on course offerings at various institutions.
Interpret and apply results of research to particular files or situations.
Evaluate whether transcripts, test scores, and other documents satisfy UBC Admissions document requirements.
Advise applicants on document requirements and authentication.
Analyze documents to determine if they contain the information required to make an admission decision.
Update application files in appropriate databases.
Interpret incoming electronic application files for completeness and advise applicants of required information.
Resolve inconsistencies in application files.
Sort all incoming documentation according to category, priority, and process.
Use discretion in identifying incoming documentation that should be "fast-tracked".
Scan incoming hard-copy documentation and attach electronic images to appropriate applicant files.
Maintain accurate and up-to-date statistics of incoming documentation.
Ensure documents flow through the admissions process in a timely way.
Identify bottlenecks and other issues affecting the processing of incoming documentation.
Undertake periodic purging of outdated documents from storage.
Fulfill requests for documentation under the Freedom of Information and Protection of Privacy Act.
Log, file, and distribute irreplaceable documents.
File hard-copy documentation as appropriate.
Locate misplaced documentation and follow appropriate policies and procedures for obtaining replacements.
Sort outgoing documentation according to urgency, category, and dispatch method.
Answer inquiries regarding receipt and tracking of documents.
Identify problems with relevant systems (SISC, AS, SSC, CRM, OAS) and forward to appropriate staff.
Participate in testing of new or modified information systems.
Undertake searches and analysis of applicant data.
Answer questions from prospective and current students, applicants, students, the public, and UBC faculty and staff related to admissions.
Respond to e-mail and phone requests from on-line applicants regarding application procedures.
Enter course and grade information from transcripts to applicant files in database systems.
Determine whether an applicant has ever applied/attended previously by searching database systems.
Perform other related duties as required.