Recruitment and Admissions Assistant

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

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. 

• Provides detailed information and advice and interprets policy to telephone, email and in-person inquiries from prospective students, applicants, faculty and employees on issues such as admissions policies, procedures and status of application for undergraduate and professional graduate certificate, diploma and degree programs.
• Advises prospective students on requirements and eligibility for admission.
• Screens all prospective inquiries before booking advising appointments for admission advisors and academic advisors.
• Deals with and resolves problems regarding customer/student complaints. Escalates difficult situations to the supervisor and provides a synopsis of the issue.
• Communicates unfavorable information in person and in writing in a sensitive and diplomatic manner.
• Responsible for the professional image of the reception area, graduate breakout rooms, boardroom, maintaining the integrity of private academic documentation, while ensuring student/applicant accessibility to necessary materials.
• Monitors office communications and provides updates and recommendations for improvement.
• Responsible for organizing and mailing promotional material, admission packages, pre-registration materials and academic guides.
• Prepares materials for recruiting activities and information sessions.
• Assists with the planning of recruitment events such as information sessions and graduate fairs.
• Regularly reviews and makes recommendations for update for website content, email templates and event notices.
• Inputs requests for admission materials and admission supporting documents in the admissions database.
• Assists with admissions data inputs, including academic record, GMAT/GRE scores, 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.
• 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 admissions materials and office handouts.
• Composes and updates email auto-replies, voicemail recordings and office signage.
• Provides coverage to the UBC Sauder Recruitment and Admissions reception as required
• Assists with the continued development of our online admissions system. Puts forward ideas to make moderate changes to existing admissions procedures, practices, standards and services, to improve and streamline admissions processing.
• Determines admissibility by evaluating transcripts for North American and International applicants 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 applicants meet minimum academic criteria.
• Assesses authenticity of official academic transcripts and reference letters.
• Provides secretarial support to the Director, Recruitment & Admissions and general office support.
• Prepares expense reports, processes invoice payments, maintain 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 building maintenance problems. Maintains and orders office supplies and equipment. Coordinates servicing of office equipment.
• Coordinates usage of meeting and breakout rooms.
• Oversees the operational set-up of new hires.
• Performs other duties related to the qualifications and requirements of the job.

High School graduation, plus a two-year post-secondary diploma, plus 3 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.

• Computer proficiency and 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 would be an asset.
• Effective oral and written communication, interpersonal, customer service and organizational skills.
• 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, and as a part of a team.
• Ability perform work in accordance with established procedures and practices requiring initiative to plan and complete recurring assignments independently.