Coordinator, Admissions & Records Jobs

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Student Management, Level A

Job Title

Coordinator, Admissions & Records

Department

SAS Supports | Student Academic Services | Dean's Office, Faculty of Graduate and Postdoctoral Studies

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

August 26, 2023

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

Job End Date

Sept 4, 2024

Please provide a cover letter as part of your application as applications without a cover letter will not be considered.

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 Coordinator, Admissions and Records assists in overseeing a range of admissions, records and graduation administration processes in the Faculty of Graduate and Postdoctoral Studies (G+PS) in support of approximately 9,000 graduate students from over 140 programs across UBC. Under the direction of the Senior Academic Support Manager, this position coordinates the resolution of escalated and complex inquiries from graduate program offices and internal and newly admitted applicants. The Coordinator will provide ongoing guidance and training for the team of Academic Services Information Clerks to support the above processes, in addition to providing support through the implementation of the Workday Student Information System. The Coordinator will work closely with the Workday LTL (Local Transition Lead) as the initial point of contact for the Academic Support team through the implementation process; triaging questions, directing to resources, and escalating concerns to the LTL as necessary. This role is also responsible for data report generation and manipulation, analysis and decision-making on unusual situations and liaising with Enrolment Services and graduate programs campus-wide. The Coordinator needs to establish strong working relationships with graduate programs during the transition and implementation to Workday Student, as they serve as primary information / resource (content/knowledge) contacts for Department Heads, Graduate Advisors (faculty members), Graduate Program Officers, students and prospective students.

Organizational Status

The Coordinator, Admissions and Records position reports to the Senior Academic Support Manager. They act as an initial point of contact and play a coordinating role in responding to inquiries from G&PS colleagues, Department Heads, Graduate Advisors, and Graduate Program Officers and students. The Coordinator will help build capacity within G+PS to ensure smooth transition to Workday Student internally as well as for the larger graduate community. They liaise with UBC stakeholders including Enrolment Services, International Student Development and Go Global. Within G&PS the position independently communicates and works with the Academic Support Management team, including Academic Support Managers, Director and Associate Director of Student Academic Services, Systems & Data Analyst, Awards staff, and Doctoral Examinations staff.

Work Performed

Graduate Admissions (25%)

• Verifies authenticity of applicant-submitted international and domestic transcripts, degree certificates and translations based on professional expertise and, when necessary, additional independent investigation. Provides expert consultation to graduate program staff and faculty and G+PS staff in these matters. Delegates less complex documents to Academic Support Clerks for verification.
• Consults with Academic Support Managers and makes recommendations for final decisions related to complex files which fall outside of normal admissions policies. Escalates highly unusual cases with recommendations to Director, Assistant Dean or Dean.
• Manages the application and admission process for special and highly valued populations such as prestigious scholarship recipients, ensuring documentation is routed as per unique protocols and decisions are made quickly to enhance UBC's ability to attract these top students.
• Investigates, evaluates and validates new/unknown postsecondary institutions and credentials for the purposes of admissibility adjudication. Makes independent determinations of institution and credential quality, equivalencies and accreditation status and provides expert consultation to graduate program staff and faculty and G+PS staff on these matters. Ensures UBC international institution database reflects their determinations.
• Manages post-hoc quality-assurance audits of admission processes undertaken by graduate programs; evaluates samples of program admissions to identify errors in process or policy interpretation or gaps in knowledge; develops and implements quality-improvement plans when necessary.
• Provides in-depth training to Graduate Program Offices on University policies, effective practices and use of enterprise systems related to managing/evaluating applications and admissions through one-on-one advising, workshops, and development of online resources and video tutorials.
• Provides on-demand expert consultation to graduate program staff and faculty on all other aspects of assessing eligibility of applicants for admission to graduate programs, including highly complex assessments of grade point averages and verification/investigation of authenticity of test scores, references and other submitted materials. Delegates less complex inquiries to Academic Support Clerks for evaluation and response.

Records/Registration/Academic Progress (25%)

• Oversees the management and retention schedule of the Faculty's student files, ensuring that files are maintained and stored according to University and Faculty policies and procedures, and destroyed as appropriate on an annual basis. Assigns staff to annual file purging and re-organization tasks.
• Oversees quarterly process of graduation eligibility checking. Generates reports from the SIS and distributes them as appropriate to the Academic Support Clerks for follow-up eligibility checking and communication to graduate programs. Ensures graduation eligibility checking is completed within strict deadlines. Liaises with Enrolment Services on procedures and troubleshooting on graduation application and approval for graduate students. Recommends and develops new graduation eligibility checking procedures as appropriate. Responds to and resolves complex graduation situations.
• Together with the management team, makes final records decisions on cases that fall outside of normal records and registration policies (includes change of grades, removal of registration blocks, minor financial correction of student fees, transfer of programs, transfer of credits, permission for graduate students to teach courses, leave of absence, extension of maximum time period in which to complete program, withdrawal, and reinstatement). Escalates highly unusual cases with recommendation to the Director, Assistant Dean, Associate Dean or Dean for decision.
• Oversees academic progress tracking procedures in the Academic Support unit. At regular intervals year-round, generates reports from SIS on outstanding admission conditions, low scholarship, overdue advancement to candidacy and program completion from the SIS, and distributes reports as appropriate to Academic Support Clerks for follow-up with graduate programs; ensures tracking procedures are completed and reported according to set schedule. Recommends and develops new tracking procedures as appropriate. Responds to and resolves complex academic progress situations arising from periodic review.

Management and supervision (25%)

• As part of the management team, interviews, trains and advises Academic Support Clerks and other clerical/secretarial staff in the unit.
• Participates in overall strategic planning for the Academic Support unit.
• Manages the efficient processing of admissions and records/registration tasks and other requests for advice and administrative support within the Academic Support unit by evaluating and distributing workload as appropriate amongst Academic Support Clerks, identifying and implementing initiatives for improved service and workflow and ensuring accurate and timely performance by staff.

Workday Implementation (20%)

• Summarizes and escalates functional problems with student systems to responsible senior staff within G+PS and, as appropriate, to UBC IT for resolution.
• Provides subject matter and business process expertise.
• Identifies gaps in business processes and Workday solutions and recommends educational resources and training to ameliorate them.
• Takes part in G+PS outreach to graduate programs to ensure new business processes and systems solutions are understood and adopted.

Performs other related duties in keeping with the qualifications and skill-set of the job 5%

Consequence of Error/Judgement

Authorized to make admissions and records/registration decisions that are legally binding on the University. Provides expert consultation to graduate programs and senior leadership in the Faculty who rely on this advice to make decisions and take binding actions. Incorrect actions, advice or decisions may damage the careers of students and may lead to appeals which could negatively affect the reputation of the Faculty of Graduate and Postdoctoral Studies, graduate programs and the University. Any errors and/or omissions in judgment could seriously undermine the roles, responsibilities and effectiveness of senior university officials and various campus units.

Supervision Received

Works independently under primary guidance of Senior Academic Support Manager, conferring regularly with and may take occasional direction from the Director Academic Support, Dean, Assistant and Associate Deans, Associate Directors, and Business Systems Administrator/Analyst.

Supervision Given

Oversees and directs the work of the Application Support Clerks and other CUPE 2950 staff and student workers in the Academic Support Unit.

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

Minimum of three to four years of related experience or the equivalent combination of education and experience. Preferred UBC related experience in student administration. - Extensive experience in student enrolment services and demonstrated ability to make appropriate admissions and student records decisions in situations which fall outside the scope of established policy. Thorough knowledge of UBC Graduate programs, requirements for admission to Graduate Programs, and policies and procedures related to the administration of graduate student support services. Ability to interpret policies in context of complex situations and make decisions or recommendations. Knowledge of international systems of higher education. Excellent skills in international credential evaluation and administration of graduate student admissions/records. Proven experience training, managing and supervising staff and overseeing unit operations. Experience in initiating and facilitating quality improvement initiatives. Excellent written and verbal communication skills, including inter-cultural communication skills. Ability to exercise tact and discretion. Ability to clearly communicate complex information to a wide range of recipients. Ability to develop positive, professional working relationships with a wide range of professional and clerical staff. Excellent multi-tasking skills and the ability to work under pressure, handle heavy volumes and meet deadlines and established service delivery timelines. Ability to prioritize, strong organizational skills and time management skills. Excellent decision-making skills and the ability to consistently use sound judgment. Well-developed customer-service skills. Excellent knowledge of word processing, spreadsheet, e-mail software and Internet navigation and editing protocols and tools. Competence with University systems such as the Student Information System (SIS) and eVision admission system.