Associate Admissions & Advising Representative

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Student Management, Level A

Job Title

Associate Admissions & Advising Representative

Department

UBCV | Student Recruitment and Advising | Enrolment Services

Compensation Range

$4,688.67 - $6,754.00 CAD Monthly

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

July 4, 2023

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

Job End Date

Jul 15, 2024

This posting is for two vacancies.

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

Provides advice to current and prospective students on aspects of program requirements, admission criteria, changing policies, prerequisites studies, transfer credit, cross-campus transfer and education options as they relate to application for admission. Offers knowledgeable and high-quality customer service to counsellors, faculties, Enrolment Service Professionals, third-party stakeholders and other UBC Staff academic/faculty members of the University community.

Supports the implementation of a comprehensive undergraduate admission processes to ensure the university achieves new student enrolment objectives (in terms of both quantity and qualities of students). This position supports the advancement of Indigenous Peoples human rights and UBC’s commitment to reconciliation as articulated and called for by the Truth and Reconciliation Commission of Canada. The role fosters access, success and representation at UBC of historically underserved or excluded populations.

This role also works closely with internal and external partners to advise and support prospective students, with particular attention to international students, Indigenous students, former Youth-in-Care, applicants who identify mental and physical disabilities, Varsity Athletes and historically underserved learners. Undergraduate Admissions determine access and placement for over 20,000 applicants annually, applying to 41 direct-entry and professional degree programs within 15 Faculties on two campuses.

The position executes admissions assessments for a discrete set of undergraduate applicants presenting, but not limited to: a) Canadian Secondary School curricula, American Secondary School curricula, the International Baccalaureate Diploma, Chinese Upper Middle School curricula, and GCE (UK-styled) curricula. Associate Advisors must exercise independent judgment while remaining in alignment with Senate-mandated admission policies and principles of practice (UBC's Principles of Effective Undergraduate Admission).

This position will be primarily based out of UBC’s Brock Hall Welcome Centre (located on the Vancouver campus) and is a resource to visitors to the space. Remote work in this role will be limited.

Organizational Status

The Associate Admissions & Advising Representative role is jointly administered by the Student Recruitment and Advising Office, and the Undergraduate Admissions Office. The incumbent will report to the Associate Director, Student Recruitment and Advising; and the Manager, Applicant Services in the Undergraduate Admissions Office.

The position works closely in collaboration with: Enrolment Services Advisors, domestic and international Student Recruiter-Advisors and Admissions staff on the Okanagan and Vancouver campuses of UBC, as well as other staff in UBC Enrolment Services and other on-campus units to support recruitment, advising, admission and transition to UBC. This position is a first point of contact for prospective students and their families and responds to in-person, and email inquiries.

Work Performed

• Conducts qualitative evaluation of the applicant's personal profile to assess non-academic variables designed to assess students' potential for success.
• Applying in-depth knowledge and understanding of complex admission requirements and admission policies in responding appropriately to inquiries.
• Other duties as required.
• Communicating information to a broad audience regarding the mission and vision of UBC and its two campuses and admissibility to undergraduate academic programs.
• Provide information and advice to all visitors to UBC s Vancouver campus on behalf of Student Recruitment & Advising and other departments on campus.
• Responding to emails and collaborating with Enrolment Services Advisors, Student Recruiter-Advisors and other Enrolment Services professionals on services for recruitment purposes.
• Applying tact, cultural sensitivity and discretion when advising students who do not currently meet the University’s admission criteria and offering advice on next steps on pathways for seeking future admission.
• Investigates and resolves complex, often sensitive, problems relating to admissibility in consultation with senior staff in the Admissions Office. This often includes properly supporting applicants who have been denied admission to UBC and helping to create an individual action plan towards an alternate educational pathway to UBC. Explains in detail the reasons the application was not successful to applicants and supports the Undergraduate Admission Appeal process.
• Analyzes Canadian and International educational documents to determine assignment of transfer credit.
• Assesses an applicant's holistic record in order to proactively make an alternate offer of admission (i.e. an offer of admission to a program that the applicant did not apply to) that aligns with both the applicant's educational goals and the institution's enrolment goals.
• Advising prospective students on all aspects of academic program options, application, admission, registration, housing, awards and financial assistance, extracurricular activities, and orientation to UBC. Advising through email and web-based correspondence with students, their families and guidance counselors and college advisors.
• Integrates an applicant's academic assessment, personal assessment, and presenting school and curriculum in relation to the intended area of study to render a judgment-based holistic admission decision.
• Providing students seeking admission to the University with appropriate advice on their admissibility to their choice of program and campus, based on the student’s current level of schooling and course work. Seeks advice and consults with Undergraduate Admissions as needed.
• Uses sound judgement and analysis in discretionary cases to determine admissibility. Consults with Admissions Advisors on a daily basis and senior administration in Enrolment Services, Faculty administrators, and departments on more complex cases.

Consequence of Error/Judgement

Enrolment Services serves as the face and interface of the University in order to help the University meet its enrolment targets, recruit outstanding students, who share the University’s values, and to enhance UBC s reputation with students, parents, counselors, and the general community.

This position is responsible for providing effective advising services and delivering accurate information about admission to the University’s undergraduate programs with the aim of meeting the university’s enrolment goals for our Vancouver and Okanagan campuses. Advising students, counselors and others incorrectly could have serious and costly consequently for the prospective student, measured in lost opportunities, financial hardships, and failure to attain education goals. Associate Admissions & Advising Representatives are also fully accountable for their evaluation decisions and administrative errors can result in appeals to the Senate Admissions Committee. The admission decisions made by Associate Admissions Advising Representatives often require a good deal of discretion based on judgement, are not routinely subject to confirmation, and are legally binding upon the University.

Supervision Received

The Associate Admissions & Advising Representative reports to the Associate Director, Student Recruitment and Advising. Works closely and cooperatively with the Student Support & Advising team, Student Recruitment and Advising, and Undergraduate Admissions teams on both campuses of UBC to meet the established service standards. Exercises initiative, diplomacy, tact, resourcefulness and sound judgment when representing the University and cross-cultural sensitivity and intercultural skills when advising prospective students with different cultural backgrounds.

Supervision Given

None.

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

• Recognizes and addresses personal and institutional assumptions and behaviours that create barriers to inclusion.
• Should be a skilled listener with the ability to identify and respond to sensitive issues with empathy and diplomacy.
• Proven ability to use an inclusive and respectful approach to develop and cultivate relationships with students, counselors, UBC staff and members of the external community.
• Demonstrated accuracy and attention to detail, especially when working under pressure to meet deadlines or with competing priorities and interruptions.
• Time management skills with the ability to effectively prioritize, multi-task and organize work is required.
• Must be resourceful and able to analyze problems, identify key information and issues and exercise initiative and creativity to develop effective solutions.
• Client Services experience an asset and Customer Relations Management System experience an asset.
• Must be able to work on Saturday.
• Undergraduate degree in a relevant discipline. Knowledge of UBC an asset.
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.
• Demonstrated ability to effectively communicate and interact with empathy, understanding and, respect of diverse and divergent perspectives and behaviours.
• Works in a collaborative and inclusive manner, fostering equitable experiences and a respectful environment for all staff.
• Minimum of two years of related experience or the equivalent combination of education and experience.

UBC hires on the basis of merit and is committed to employment equity. All qualified persons are encouraged to apply. UBC is strongly committed to diversity within its community and especially welcomes applications from racialized group members, women, Indigenous persons, persons with disabilities, persons of any sexual orientation or gender identity, and others who may contribute to the further diversification of ideas. Canadians and permanent residents of Canada will be given priority.