Admissions Coordinator

Job Category
M&P - AAPS

Job Title
Admissions Coordinator

Department
Haida Gwaii Institute | Dean's Office | Faculty of Forestry

Posting End Date
May 29, 2024

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

Job End Date
Sept 25, 2025

This is a .4 FTE position and compensation will be prorated. The position is located in Skidegate, Haida Gwaii.

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 Coordinator, in collaboration with the HGI Management Team, oversees the planning and coordination of admissions for all HGI programs, including in-person and online undergraduate programs. The role involves collaboration with staff from UBC’s Faculty of Forestry Student Services and the Non-Degree Studies Department, ensuring seamless admission procedures. The position is located in Haida Gwaii.
Organizational Status
This position receives supervision from the Program & Operations Manager and regularly collaborates with other members of the HGI team. Works closely with the Director and other senior staff members.
Work Performed
Admissions & Student Services 
•    Oversees the HGI registration and application admissions processes for both in-person and online courses and programs.
•    Reviews and evaluates student’s registration and applications, including evaluating transcripts, interest statements, contacting reference and ranking applicants.
•    Conducts follow-up consultations with the HGI team, Forestry student services, and advisors from various universities to ensure thorough evaluation of all applicants, including those not currently enrolled in university programs. The role requires a nuanced approach to admissions, considering life and work experiences alongside traditional educational backgrounds, to support and assess applicants through a complex admissions process.
•    Formally communicates all admission decisions (both acceptance and refusals) to applicants in a professional, sensitive and diplomatic manner 
•    Provides insight about academic policy, including for files of a complex nature. 
•    Interprets UBC and HGI information, policies, and procedures and provides customized advice to prospective and current HGI students related to course selections, carer pathways and financial awards/stipends
•    Develops application guides for non-UBC students 
•    Manages student record databases and systems 
•    Conducts assessments of the admissions process to identify areas for enhancement. Develops and implements policies to streamline application procedures, enhance applicant experience, and ensure a more efficient and effective admissions system.
•    Oversees program inquiries and requests, identify non-standard inquiries, or at-risk behavior and triages appropriately. Collaborates with the Program and Operations Manager in the resolution of complex issues.  
•    Collaborates in the development of HGI student orientation programs 
•    Reviews and evaluates grant applications and makes recommendations for recipients
•    Participates in the development of the unit’s strategic plan, policies and processes
•    Represents HGI at outreach/community engagement events to enhance community profile
•    Attends HGI advisory meetings as needed
•    Performs other related duties in keeping with the qualifications and requirements of the position
Consequence of Error/Judgement
This position interacts with students, instructors, and community educators and in doing so ensures they meet UBC standards of professional conduct, and are following UBC and HGI’s safety policies, best practices, and values. Inappropriate actions and behavior may cause damage to HGI’s reputation as a world class education institute.
Must exercise judgment based upon thorough knowledge of procedures, guidelines, agreements, and regulations, and make decisions based on them. An error in extracting, uploading or sharing student or faculty information can violate their privacy. Incorrect actions or decisions may adversely affect the classroom environment and career of students and negatively impact the Faculty of Forestry and the University.
Certain duties will require a high level of confidentiality, particularly when dealing with students' personal information. At UBC, we are regulated by the Freedom of Information and Protection of Privacy Act (FIPPA), which requires us to protect personal information from unauthorized collection, use or disclosure. Failure to comply with FIPPA increases the risk of a privacy breach, which could have negative consequences for the affected individuals and the department. 
Supervision Received
Works independently with supervision primarily from the Program & Operations Manager, and indirectly from the Director and senior staff member.  Matters involving policy or liability are referred to the Director.
Supervision Given
Supervises students in the virtual classroom for online courses and programs.
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

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

•    Experience working on Haida Gwaii or other rural or Indigenous community
•    Class 4 Driver’s License
•    Excellent oral and written communication skills
•    Ability to work independently as well as collaboratively with a team
•    Excellent leadership skills
•    Must be computer literate with proficiency and working knowledge of Microsoft Word, Excel, PowerPoint and online learning tools such as Zoom
•    Experience working in an administration role
•    Occupational First Aid Level 1
•    A minimum of two years related student management and advising experience. 
•    Knowledge of Forestry student services policies and procedures required. 
•    Ability to communicate effectively verbally and in writing.
•    Experience working in finance
•    Experience working in post-secondary education
•    Skills and experience using design software such as Adobe or Canva and learning management systems and platforms such as Canvas
•    Ability to deal with a diversity of people in a calm, courteous, and effective manner
•    Ability to maintain confidentiality and exercise tact and discretion. 
•    Ability to prioritize and work effectively under pressure to meet deadlines. 
•    Ability to identify and analyze key information and issues, and effectively resolve problems. 
•    Ability to calculate and analyse mathematical information following complex grading rules. 
•    Ability to be thorough, accurate, and have a high level of attention to detail. 
•    Ability to create and accurately maintain record and filing systems.
•    Demonstrative proficiency using MS Excel and MS Access