Senior Admissions Officer

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Grad Student Support 3 (Gr8)

Job Title
Senior Admissions Officer

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

Compensation Range
$4,739.00 - $5,102.00 CAD Monthly

Posting End Date
May 27, 2024

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

Job End Date

Feb 13, 2026

This is an 18-months term 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 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 delivers a portfolio of undergraduate and professional graduate certificates, diplomas, and degrees in business, independent of Graduate + Postdoctoral Studies.

The Recruitment and Admissions unit at the UBC Sauder School of Business plays an integral role in the achievement of the UBC Sauder’s commitment to attract, engage and retain students who represent diverse perspectives, experiences and identities (UBC Sauder Strategic Plan ) by recruiting well-qualified, high-performing, community-minded, and diverse domestic and international students to meet the school’s enrolment targets and goals.

The Senior Admissions Officer is responsible for diploma and undergraduate programs, professional business graduate degree programs processes and procedures in support of the admissions operations at UBC Sauder School of Business. These programs annually process over 14,000 program enquiries from the external community and up to 4500 admission applications.
Organizational Status
The Senior Admissions Officer reports to the Manager, Recruitment and Admissions Operations. Liaises with UBC Sauder and UBC students, employees, faculty, Faculty of Graduate Studies and external stakeholders.
Work Performed

• Acts as resource person to the Recruitment and Admissions team, providing training, technical support and overseeing maintenance and data entry for business diploma, undergraduate and graduate programs applicants.

• Oversees the Recruitment and Admissions System (RAS), based on Salesforce, and the diploma, undergraduate and professional graduate programs websites. Troubleshoots any technical Internet difficulties encountered by prospective applicants. Provides recommendations to the Manager for improvements and modifications regarding the online application systems and acts as an intermediary with the IT consultants.

• Develops and modifies reports from RAS to support admissions, pipeline management, application fee and deposit reconciliations as well as the student record matriculation process. Generates reports for statistical purposes.

• Downloads online admissions data from RAS. Imports electronic GMAT/GRE and English Proficiency Test scores into RAS. Troubleshoots and corrects problems when importing data from external sources into RAS.

• Oversees the integrity of the admissions data through manual modification of database fields to correct errors with UBC IT’s support.

• Ensures the security of RAS, working with UBC IT to set up user access and monitor the integrity of the system.

• Evaluates transcripts for domestic and international applicants according to admission guidelines. Follows up on missing documentation and preparation of documentation. Refers unusual transcripts to the Faculty of Graduate Studies for evaluation.

• Inputs academic, GMAT/GRE scores, English Proficiency Test (TOEFL, IELTS, MELAB, PTE, CAEL, etc.) results, work experience and other general information on RAS for received admission applications.

• Composes correspondence to applicants independently, based on established guidelines, regarding admission requirements and the Admissions Committee's decision on their applications.

• Reconciles tuition deposits, application fees and preparatory course fees and arranges the transfer of said fees to Financial Services, and Faculty of Graduate Studies.

• Acts as a liaison with students, employees, faculty, Faculty of Graduate Studies and IT consultants. Answers inquiries from general public, graduate advisors, students and employees regarding online materials, programs websites, admissions, program requirements, registration and fees.

• Analyzes all applicants’ academic performance, GMAT/GRE and English Proficiency Test results for fellowship consideration. Provides a ranked shortlist of suitable applicants to the Admissions Committee for approval.

• Performs other duties within the qualifications and requirements of the job.

Consequence of Error/Judgement
Poor decisions, judgment or errors would adversely impact the applicants’ career and/or academic opportunities. This in turn would jeopardize the reputation of the UBC Sauder School of Business and the University of British Columbia. This role deals with a high volume of information and applications requiring very careful attention to detail and adherence to strict deadlines. Meticulous planning, a high degree of organization and excellent time management are required.
Supervision Received
The Senior Admissions Officer reports to the Manager, Recruitment and Admissions Operations. Works under limited supervision and performs most duties independently, consulting with the Manager and the team when necessary. Works within the guidelines of the policies and procedures of the school and the university. Work is reviewed for overall effectiveness and efficiency. The incumbent exercises judgment and initiative in handling matters of non-routine nature and refers new or unusual problems to the Manager.
Supervision Given
Supervises and trains Work Learn students as required.
Minimum Qualifications
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

Preferred Qualifications

• Advanced computer skills including hands-on experience with Microsoft Office, web browsers, HTML, Salesforce, Workday, as well as knowledge of SIS are preferred.

• Excellent oral and written communication skills are required including the ability to compose detailed correspondence and reports.

• Ability to work independently and be well organized are required.

• High degree of accuracy and attention to detail are required.

• Ability to work in a high volume, high pressure environment, establish priorities, and meet deadlines.

• Ability to be tactful and articulate dealing with internal and external stakeholders from diverse cultures is required.