Admissions Advisor

Job Category

Job Profile

Job Title

Department

Compensation Range

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

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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 Admissions Advisor works collaboratively with units both within and external to Enrolment Services to ensure that the process of moving from prospective student, to applicant, to registered UBC student is smooth, well-explained, and well-coordinated. The Admissions Advisors will 1) advise prospective students with respect to their educational plans and admissibility 2) determine the admissibility of all applicants to undergraduate programs at The University of British Columbia; 3) provide knowledgeable and high quality customer service to prospective students and when appropriate, their families, Counsellors, Faculties, and members of the University community; 4) participate in initiatives and events aimed at enhancing enrolment 5) participate in and when appropriate take a lead role in projects and initiatives aimed at updating and improving admissions policies, practices and systems 6) Lead small teams of admissions staff throughout the admissions cycle to achieve admissions objectives.

Organizational Status

The Admissions Advisor reports to the Associate Director. The Admissions Advisor works collaboratively with managers from other units within Enrolment Services on on-going initiatives such as recruiting and advising as well as on projects when required, and liaises with senior administrators within the Faculties and within other units to ensure accurate, expeditious processing of admissions applications.

Work Performed

Evaluate Admissibility and Transfer Credit (60%)

- Analyzes Canadian and International educational documents to determine admissibility of applicant, appropriate year-of-study placement, and assignment of transfer credit. Is fully informed on all University Senate regulations, policies and proposed amendments as they affect undergraduate admissions policy.

- Uses sound judgment in a multitude of complex, grey area cases to determine whether to offer admission, refuse admission, or send to a Dean for review. Identifies extremely complex applications that fall far outside established admission policy and refers such cases to the Associate Directors for advice and/or evaluation.

- Continuously conducts research to stay knowledgeable about educational systems within Canada and abroad. Stays well versed on the variety of reference materials available in print (books, journals), on the Web, and through professional development workshops and conferences such that currency of knowledge is maintained. Independent reading of journals and other reference materials is required. Materials that must be read and understood and information that must be retained is voluminous and covers educational systems of many countries.

- Each Admissions Advisor will take a turn, typically every other year, leading a work team (approx. 5 - 6) for a one-year period. During this period as team-lead, the Admissions Advisor is responsible for analyzing admissions data, setting team priorities according to that data, motivating the team members to achieve goals, and reporting to senior staff on progress towards goals.

- Works collaboratively with the Faculties to ensure that admissions procedures reflect the University policy and Faculty preferences. Discerns when Faculty requests fall outside Admissions Best Practice or Policy and advises Faculties regarding options.

- Works cooperatively with members of the university community to assist in assessing credentials and program of study for a variety of purposes, including partnership and exchange programs, scholarships, and awards.

- Evaluates courses taken at other post-secondary institutions to ensure that students receive timely and accurate transfer credit for new or modified courses. Works with Faculties to ensure accuracy when appropriate.

- Updates and maintains complex transfer tables to store all transfer credit decisions.

- Effectively prioritizes work to successfully manage high volumes of evaluations throughout the entire calendar year.

Advise Prospective Students and Applicants (15%)

- In various settings (Welcome Centre, recruitment events on- and off-campus, counsellor events, etc) advises prospective students, parents, staff, educators, and the general public about current admission requirements, changing policies, prerequisite studies, transfer credit, and educational options as they relate to applications for admission. Recruitment events require effective, professional public speaking in front of large or small audiences.

- Advise prospective students on all aspects of academic program options, application, admission, registration, housing, awards and financial assistance, extracurricular activities, and orientation to UBC. Applies knowledge and understanding of complex admission / program requirements and policies in making appropriate responses, and offers advice based on individual assessment of each situation including attendance at another institution before transferring to UBC. Tailors comments and advice to individual student circumstances ranging from fairly straight-forward to extremely complex.

- Investigate and resolve complex, often sensitive, problems relating to admissibility, recognition of prior education and institutions previously attended, availability of transcripts, and complex University regulations.

- Advises applicants of unfavourable decisions and provides counselling on alternative academic opportunities and how to better prepare for future consideration for admission to UBC. Explains in detail the reasons the application was not successful to applicants, counsellors, and when appropriate, parents.

Provides expertise to Admissions Office, University Community and beyond (15%)

- Leads teams of staff within Admissions to achieve Admissions goals with respect to particular applicant groups. Develops business practices designed to facilitate admission for qualified applicants within the applicant group. Ensures the smooth functioning of the team including conducting effective team meetings, motivating team members, persuading members to try new approaches, reviewing statistics and other data to track progress towards goals, and adjusting priorities and work allocations of team members as goals change or are refined.

- Works cooperatively with members of the university community to assist in assessing credentials and program of study for a variety of purposes, including partnership and exchange programs, scholarships, and awards.

- Contributes to the evolution of the admissions portions of the SIS, actively suggesting new fields, reports, search capability, and data management.

- Provides training and workshops for faculty and staff. Instructs staff across campus on use of admissions sections of the SIS. Instructs staff and faculty on how to interpret and use SIS data. Listens to and understands the needs of Faculties with respect to connecting with their applicant pools and instructs on ways to maximize the use of the SIS for their purposes.

- Provide workshops on admissions issues for faculty and staff.

- Develops and delivers presentations on various aspects of admissions to various audiences including prospective students, counsellors, faculty, staff and external audiences including colleagues from other institutions both nationally and internationally (conferences), government, and others.

- Liaises with Faculties and other units within Enrolment Services to coordinate and support University events that relate to Enrolment Services.

- Contributes to the content of letters, Viewbooks, Calendars, websites and other communication materials in order to ensure that students receive accurate information with respect to admission to UBC.

- Contributes to the development and maintenance of the Admission database systems, including the evaluation database, on-line self-help, self-admission, application and admission tools. Contributes to on-line training tools (i.e. Admissions Training Wiki, AskMe, etc) to ensure that procedures are in line with Policy, current, well-explained, and that the tool itself is an elective training aid.

- Reviews and recommends changes to admission procedures employed in Undergraduate Admissions in order to support the Unit s goal of processing applications in an efficient and accurate manner.

Reviews Policy and Drafts proposals for Policy Change (5%)

- Establishes and maintains thorough knowledge and comprehension of all UBC policies directly or indirectly related to policy.

- Reviews admission criteria to ensure consistency with UBC s mission statement, academic objectives, and organizational strategies.

- Interprets University and Faculty policies and procedures and provides guidance and interpretation of same to students, counsellors, and staff

- Conducts research in support of policy proposals and prepares preliminary drafts of policy change proposals.

- Conducts research on credentials from various countries in support of policy change. Summarizes complex information in concise documents and presentations for Senate Admissions Committee and other bodies as appropriate.

- Applies University policies regarding assessment of admissibility for undergraduate programs in an accurate, fair, and flexible manner.

Performs other related duties as required (5%)

Consequence of Error/Judgement

Admission Advisors are fully accountable for their evaluation decisions and advising services provided to applicants. These decisions and services are not routinely subject to confirmation and are legally binding upon the University. Advising decisions routinely influence major decisions regarding one's educational career, often with significant financial implications. Admission decisions can affect the life and the livelihood of the applicant and an incorrect decision could tarnish the reputation of the University.

Supervision Received

Reports to and works under the general direction of the Associate Director.

Works with minimal supervision. Receives very general direction on new assignments. Has authority and is expected to act within, and somewhat beyond, established policies and procedures. Extremely unusual matters, technical problems, and any issues which fall outside policies and procedures are referred to senior staff.

Supervision Given

Assists with the training of new staff, including providing one-on-one training in procedures and development and periodic updating of training and reference materials. Will be called upon to act as the leader of a small work-team comprised of clerical staff and other M&P staff members. Each Admissions Advisor will take a turn, typically every other year, leading a work team for a one-year period. During this period as team-lead, the Admissions Advisor is responsible for analyzing admissions data, setting team priorities according to that data, motivating the team members to achieve goals, and reporting to senior staff on progress towards goals. Occasionally may oversee the work of student assistants or new staff as required.

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

Undergraduate degree in a relevant discipline. Minimum of three to four years of related experience or the equivalent combination of education and experience. Experience in a registrarial and/or credential assessment setting. Experience with credential assessment methodology and educational systems from within Canada and around the world. Experience with post-secondary admissions. Experience in project management, research and report writing, and managing in a team environment. Ability to communicate effectively verbally and in writing. Ability to be accountable for individual achievements and the results of the team. Training with post-secondary admissions and an ability to interpret and apply admissions policy in a consistent, fair, and flexible manner. Excellent judgment skill. Ability to make professional, high-quality presentations to large audiences. Ability to effectively lead teams. Ability to work independently and effectively in a high-volume office bound by University deadlines with little direction. Excellent interpersonal skills. Proficient in the calculation of admission averages and numerate. Ability to be tactful and articulate in dealing with faculty, staff, and students in a multi-cultural context.Research and analytical skills. Ability to effectively use computer software applications and operating and maintaining databases. Valid BC Driver s License.