Job Category
M&P – AAPS
Job Profile
AAPS Salaried – Student Management, Level A
Job Title
Coordinator, Admissions & Records
Department
SAS Supports | Student Academic Services | Dean’s Office, Faculty of Graduate and Postdoctoral Studies
Compensation Range
$4,688.67 – $6,754.00 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
August 26, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Sept 4, 2024
Please provide a cover letter as part of your application as applications without a cover letter will not be considered.
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 Summary
The Coordinator, Admissions and Records assists in overseeing a range of admissions, records and graduation administration processes in the Faculty of Graduate and Postdoctoral Studies (G+PS) in support of approximately 9,000 graduate students from over 140 programs across UBC. Under the direction of the Senior Academic Support Manager, this position coordinates the resolution of escalated and complex inquiries from graduate program offices and internal and newly admitted applicants. The Coordinator will provide ongoing guidance and training for the team of Academic Services Information Clerks to support the above processes, in addition to providing support through the implementation of the Workday Student Information System. The Coordinator will work closely with the Workday LTL (Local Transition Lead) as the initial point of contact for the Academic Support team through the implementation process; triaging questions, directing to resources, and escalating concerns to the LTL as necessary. This role is also responsible for data report generation and manipulation, analysis and decision-making on unusual situations and liaising with Enrolment Services and graduate programs campus-wide. The Coordinator needs to establish strong working relationships with graduate programs during the transition and implementation to Workday Student, as they serve as primary information / resource (content/knowledge) contacts for Department Heads, Graduate Advisors (faculty members), Graduate Program Officers, students and prospective students.
Organizational Status
The Coordinator, Admissions and Records position reports to the Senior Academic Support Manager. They act as an initial point of contact and play a coordinating role in responding to inquiries from G&PS colleagues, Department Heads, Graduate Advisors, and Graduate Program Officers and students. The Coordinator will help build capacity within G+PS to ensure smooth transition to Workday Student internally as well as for the larger graduate community. They liaise with UBC stakeholders including Enrolment Services, International Student Development and Go Global. Within G&PS the position independently communicates and works with the Academic Support Management team, including Academic Support Managers, Director and Associate Director of Student Academic Services, Systems & Data Analyst, Awards staff, and Doctoral Examinations staff.
Work Performed
Graduate Admissions (25%)
Records/Registration/Academic Progress (25%)
Management and supervision (25%)
Workday Implementation (20%)
Performs other related duties in keeping with the qualifications and skill-set of the job 5%
Consequence of Error/Judgement
Authorized to make admissions and records/registration decisions that are legally binding on the University. Provides expert consultation to graduate programs and senior leadership in the Faculty who rely on this advice to make decisions and take binding actions. Incorrect actions, advice or decisions may damage the careers of students and may lead to appeals which could negatively affect the reputation of the Faculty of Graduate and Postdoctoral Studies, graduate programs and the University. Any errors and/or omissions in judgment could seriously undermine the roles, responsibilities and effectiveness of senior university officials and various campus units.
Supervision Received
Works independently under primary guidance of Senior Academic Support Manager, conferring regularly with and may take occasional direction from the Director Academic Support, Dean, Assistant and Associate Deans, Associate Directors, and Business Systems Administrator/Analyst.
Supervision Given
Oversees and directs the work of the Application Support Clerks and other CUPE 2950 staff and student workers in the Academic Support Unit.
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
Preferred Qualifications
Minimum of three to four years of related experience or the equivalent combination of education and experience. Preferred UBC related experience in student administration. – Extensive experience in student enrolment services and demonstrated ability to make appropriate admissions and student records decisions in situations which fall outside the scope of established policy. Thorough knowledge of UBC Graduate programs, requirements for admission to Graduate Programs, and policies and procedures related to the administration of graduate student support services. Ability to interpret policies in context of complex situations and make decisions or recommendations. Knowledge of international systems of higher education. Excellent skills in international credential evaluation and administration of graduate student admissions/records. Proven experience training, managing and supervising staff and overseeing unit operations. Experience in initiating and facilitating quality improvement initiatives. Excellent written and verbal communication skills, including inter-cultural communication skills. Ability to exercise tact and discretion. Ability to clearly communicate complex information to a wide range of recipients. Ability to develop positive, professional working relationships with a wide range of professional and clerical staff. Excellent multi-tasking skills and the ability to work under pressure, handle heavy volumes and meet deadlines and established service delivery timelines. Ability to prioritize, strong organizational skills and time management skills. Excellent decision-making skills and the ability to consistently use sound judgment. Well-developed customer-service skills. Excellent knowledge of word processing, spreadsheet, e-mail software and Internet navigation and editing protocols and tools. Competence with University systems such as the Student Information System (SIS) and eVision admission system.
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