Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Grad Student Support 2 (Gr6)

Job Title

Recruitment and Admissions Assistant

Department

Recruitment | Robert H. Lee Graduate School | UBC Sauder School of Business

Compensation Range

$4,319.00 - $4,540.00 CAD Monthly

Posting End Date

April 4, 2024

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

Job End Date

Jun 6, 2025

This is an 12-months leave coverage position.

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 Description Summary

UBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Point Grey campus is situated on the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

UBC Sauder’s Robert H. Lee (RHL) Graduate School delivers all aspects of a portfolio of eight professional graduate degrees in business, independent of Graduate + Postdoctoral Studies. Our MBA programs and specialized Master’s programs operate within a highly competitive international environment. The RHL works closely with multiple and distinct stakeholders - faculty, staff, students, business community and alumni - to remain competitive through the delivery of an exceptional student experience. We thrive in a fast-paced, dynamic environment with a strong service culture and a commitment to continuously innovate and improve all aspects of our work. We are proud of our transformational programs and our students - the next generation of changemakers.

The Recruitment and Admissions Assistant provides front-line assistance to current and prospective graduate students in the Robert H. Lee Graduate School, providing information to prospective students, applicants, currents students, faculty and employees, booking advising appointments and assisting in the resolution of moderately complex issues.

The Recruitment and Admissions Assistant also supports the admissions and recruitment unit and provides support to the Director, Recruitment and Admissions and the Manager, Recruitment and Admissions Operations with scheduling, various projects and reports.

Organizational Status
Reports to the Manager, Recruitment and Admissions Operations. Works closely with the admissions team members in supporting admissions inquiries and functions as well as with program assistants on providing information to current students.

Work Performed

Graduate Admissions and Student Support

- Provides detailed information and advice and interprets policy to telephone, email, and in-person inquiries from prospective graduate students, applicants, faculty and employees on admission policies, procedures and status of application to various academic programs.
- Advises prospective students on requirements and eligibility for admission.
- Screens all prospective inquiries before booking advising appointments for admission advisors and academic advisors.
- Resolves problems and complaints regarding new applications, and current and graduating students.
- Communicates unfavourable information/decision in person and in writing in a sensitive and diplomatic manner.
- Escalates difficult situations to the supervisor and provides a synopsis of the issue.

- Assists with admissions data inputs, including academic record, GMAT/GMAT Focus/GRE scores, TOEFL/IELTS and other English proficiency test results, work experience and other general information on the admissions database. Corresponds with applicants on status of application and follows up on missing documentation. Updates all admission letters and general correspondence when required.
- Assists with the continued development of the online admissions system. Puts forward ideas to make moderate changes to existing admissions procedures, practices, standards and services to improve and streamline admissions processing.
- Files admissions documents as they arrive in the office. Maintains the integrity of private academic documentation, while ensuring student/applicant accessibility to necessary materials.
- Determines admissibility by evaluating transcripts for North American and international candidates according to guidelines, including performing GPA calculations for academic degree programs as stipulated by the Faculty of Graduate Studies for admission requirements and ensuring that candidates meet minimum academic criteria.
- Assesses authenticity of official academic transcripts and reference letters.
- Inputs requests for admission materials and admission supporting documents in the Admissions Database System.

- Coordinates the planning of recruitment events such as information sessions and graduate fairs.
- Responsible for organizing and mailing promotional material, admission packages, pre-registration materials and academic guides.
- Monitors and regularly updates website content and event notices, ensuring the information is accurate and current. Prepares and updates materials for recruiting activities and information sessions.

Administrative Support

- Responsible for the professional image of the reception area, graduate breakout rooms and the boardroom.
- Provides support to the Director, Recruitment and Admissions and the Manager, Recruitment and Admissions Operations with scheduling, various projects and reports.
- Prepares expense reports, processes invoice payments, maintains account records.
- Coordinates and confirms itineraries of management travel arrangements, meetings and appointments.
- Prepares agendas and minutes for unit meetings.
- Oversees office space needs and liaises with facilities regarding any maintenance issues. Coordinates any office moves, furniture moves/replacements.
- Maintains and orders office supplies and equipment. Coordinates the servicing of office equipment.
- Coordinates usage of meeting and breakout rooms.
- Working closely with UBC Sauder People & Organizational Development and Administration & Office Support Services, oversees the operational set-up for new hires.

- Responsible for receiving, opening, sorting and disseminating a high volume of office mail, facsimiles, and emails. Responds to general office correspondence of a complex nature.
- Proofreads promotional brochures, admissions materials and office handouts.

- Provides coverage to the RHL Graduate School's reception as required.
- Performs other duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement

The incumbent provides information to prospective graduate students, applicants, faculty and employees. Misinformation to applicants may result in their inability to gain program admission. Misinformation to students may result in their inability to complete the program or graduate. A non-professional demeanor, poor level of service or misinformation may damage the UBC Sauder reputation in our ranking assessments in international publications. Diminished rankings may result in fewer and lower quality applicants to our programs, which negatively impact the school’s recognition and ability to obtain financial resources.

Supervision Received
Reports to the Manager, Recruitment and Admissions Operations. Works independently under minimal supervision. Receives detailed instructions on new assignments, but is required to complete recurring assignments independently and use judgment to determine which of many methods are applicable in any given situation. Complex technical problems and policy matters are referred to the supervisor.

Supervision Given
N/A

Minimum Qualifications
High School graduation, plus a two-year post-secondary diploma, plus three years of related experience, or the 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

Preferred Qualifications

• Excellent oral and written communication skills.

• Computer proficiency and the ability to use word processing, spreadsheet, database and electronic mail applications (Word, Excel, Outlook, Power Point) at an intermediate level.

• Knowledge of UBC policies and procedures is an asset.

• Strong interpersonal, customer service and organizational skills are required.

• Ability to type 55 w.p.m. and to operate a normal range of office equipment.

• Ability to maintain accuracy and strong attention to detail.

• Ability to work independently under minimal supervision.

• Ability to perform work in accordance with established procedures and practices requiring initiative to plan and complete recurring assignments independently.