Interview Officer, Md Admissions

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Student Management, Level A

Job Title

Interview Officer, MD Admissions

Department

Administration | Medical Admissions | Faculty of Medicine

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 6, 2023

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

Job End Date

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

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.

Summary

The Interview Officer, MD Admissions is responsible for developing, planning, delivering and directing all aspects of the annual MD Undergraduate Admissions Multiple Mini Interview (MMI) and related events which takes place over three weekends (Friday, Saturday and Sunday). The incumbent will recruit, select, schedule and train all interviewers and volunteers (approx. 400 people), manage the work of all admissions staff and temporary staff during the event as well as their work related to the processing and interviewing of all applicants invited for the UBC D Program (approx. 800candidates).

Additionally, the incumbent will manage other admissions phases throughout the application cycle, provide support to the Admissions Manager in special project evaluation and implementation, and evaluate academic and/or non-academic portions of applications. The incumbent will be required to develop relationships with various UBC Faculties and departments, secondary and post-secondary institutions, government agencies, and other medical schools and colleagues at the distributed sites. The incumbent will be expected to be adaptable, work under pressure and manage a high-volume workload.

The UBC MD Admissions Office receives approximately 3000 applications each year for the 328 positions in the program. The evaluation process is rigorous, consisting of complete academic and non-academic evaluation pre-interview (2800+ applicants), interview (800+ applicants), and post-interview evaluation (700-800 applicants). The admissions office is responsible for reading and evaluating all components of an applicant’s file, preparing documentation for all admissions committees and subcommittees, answering perspective applicant, current applicant, and public inquiries, and evaluating and improving the process. The incumbent will play a key role in ensuring deadlines are met and that the process is fair and performed to a high standard.

Organizational Status

Reports directly to the Manager, MD Admissions and receives direction from the Associate Director, MD Admissions. Answers to MD Admissions Subcommittee, and other MD Admissions subcommittees regarding MMI and evaluative work performed. Works closely with Admissions staff locally and at distributed sites specifically related to admissions interviews and other admissions duties to provide specialized and complex admissions administration to ensure efficient work flow of the application cycle and provision of admissions services to current applicants.

Work Performed

Multiple Mini Interview (MMI) & Related Events:

• Blueprints components related to MMI based on UBC FoM goals, objectives, and values
• Provides recommendations for improvements to the interviews and other FoM events scheduled at the time of the interviews; Collaborates with the Assistant Dean Admissions, Admissions Manager, and Admissions Officers to implement changes
• Collaborates with coordinators of Northern and Rural panel interviews, Indigenous panel interviews, and MD/PhD interviews ensuring events and activities of all interviews do not interfere with one another and that there is enough administrative support to conduct each to a high standard.
• Trains staff and volunteers, and manages their work during the event
• Develops contingency plans for all areas related to the MMI event(s)
• Ideates, creates, and disseminates information for applicants regarding the interview process, ensuring applicants are appropriately prepared for their interview day; centering the values of equity, transparency, and integrity in all aspects of this work
• Handles non-routine matters related to the MMI event(s) and works closely with the Assistant Dean, MD Admissions on solving complex matters
• Maintains the security and integrity of the confidential nature of the event
• Provides advice and guidance to MD Admissions Pathway managers in their development of pre-interview workshops supporting equity deserving applicants
• Recruits and selects interviewers based on policy guidelines; presents and trains interviewers on relevant components of the interview process and applicant assessment,; and ensures interviewer training material reflects current interviewing processes and methodologies
• Ensures that interview modules (interviewer and applicants) in Online Application System are updated and working properly, in collaboration with the Online Application System support person
• Liaises with Medical Undergraduate Society (MUS) to recruit and select volunteers and coordinate student hosted events
• Arranges all MMI planning meetings, and provides advice and strategic direction to the MMI Question Writing group
• Plans and manages all logistics of the UBC MD MMI which includes coordination of more than 1,200 applicants, interviewers, staff and volunteers, and site preparation prior to the event to anticipate any potential problems
• Collaborates with Standardized Patient (SP) Trainers and other support staff to write, train and develop non-standard interview stations
• Ensures that admissions events reflect and are aligned with Admissions policy and selection decisions as well as UBC Faculty of Medicine (FoM) goals and objectives
• Manages interview budget
• Ensures continuous interview process improvement, event streamlining, and waste reduction measures, and makes recommendations for adaptations to the interview process. This includes reviewing interviewer recruitment methods in the online application system and the MD Undergraduate Program student outcome measures
• Corroborates with the Admissions Manager and Associate Director, MD Admissions on the list of applicants invited to interview and ensures that the correct applicants are invited, rejected or made ineligible as these decisions are considered legally binding for the Faculty of Medicine

Application Evaluation:

• Evaluates the academic and/or non- academic portion of applications
• Evaluates complex admissions applications that fall outside established admissions policy as these decisions are considered legally binding for UBC FoM
• Manages various phases of the admissions cycle, including file reviews and offer notifications as required

Other:

• Ensures successful applicants meet final offers criteria
• Liaises with MD/PhD Office regarding interviews and final offers
• Analyzes admission criteria to ensure consistency, equity and adherence to admissions policies, academic objectives, and organizational strategies of the MD Admissions Subcommittees
• May be asked to give presentations to perspective applicants and the public
• Researches and prepares proposals for changes to admission criteria to present to the Admissions Manager, Associate Director, MD Admissions, Assistant Dean MD Admissions, Admissions Subcommittees and other Faculty of Medicine committees, as necessary
• Implements policy and process changes in the Admissions Office and ensures staff receive the necessary training
• Liaises with Indigenous Student Initiatives Manager regarding interviews and offers
• Liaises with Regional Associate Deans and Admissions Site Officers regarding interviews and final offers
• Ensures final class list is proper (prior deferrals are included in final class list, etc.)
• Liaises with Black Student Initiatives Manager regarding interviews and offers

Consequence of Error/Judgement

Demonstrates a high level of responsibility, autonomy and decision making. The incumbent will be required to interact with various UBC Faculties and departments, secondary and post-secondary institutions, government agencies, and other medical schools and colleagues at the distributed sites.

Makes decisions regarding non-routine matters. Impact of error is considerable as errors in judgment or decision-making could affect the futures of applicants applying to the MD Undergraduate Program. Admissions decisions are legally binding. Inappropriate policy interpretation, process implementation or document evaluation could disadvantage applicants and/or result in future appeals or legal action. Errors in admission could lead to negative precedent-setting cases, cause delays in the admissions process, and inappropriate acceptance or refusal of applicants, affecting the reputation of the program and university.

Supervision Received

Reports to Admissions Manager and takes direction from Assistant Dean, Admissions. Works independently under very limited supervision.

Supervision Given

Provides supervision and management for all Admissions staff regarding the MMI and related events (including temporary, local and distributed staff members). Works closely with Admissions Manager in hiring, discipline, evaluation of Admissions staff. Assists in the functional cross training of staff in Admissions and at distributed sites. Monitors workloads and makes recommendations for redistribution of work or procedural changes within the Admissions unit. Acts as a resource for clerical staff and for other University staff, in terms of UBC MD Admissions evaluation criteria and MMI.

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

A commitment to equity, inclusion, transparency, honesty, and integrity in all aspects of work is required. Experience with event coordination preferred. Knowledge of university and departmental admissions policies and procedures preferred. Ability to maintain accuracy and attention to detail. Ability to work with multiple unalterable deadlines. Proficiency with office software applications, MS Word, Excel and Access. Proficiency with SharePoint an asset. Proficiency with University admissions systems is preferred (SISC, UBC AS, OAS, etc). Must be highly adaptable and flexible to change. Effective oral and written communication, interpersonal, presentation and organizational skills. Ability to exercise tact, sensitivity and discretion. Ability to work both independently and within a team environment in a fast-paced, high stress environment. Ability to effectively use softwareat an intermediate level(e.g., MS Outlook, MS Word, MS Excel). Ability to effectively manage multiple tasks and priorities. Ability to communicate in a clear, attentive, and polite manner. Ability to communicate effectively verbally and in writing. Ability to develop and deliver effective presentations and workshops. Ability to work effectively independently and in a team environment. Ability to form cooperative and productive working relationships. Ability to work effectively with a diversity of people. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to explain, assign, and monitor work. Must be able to make thoughtful and informed decisions. Must be able to work flexible hours including evenings and weekends. Must be able to work long hours during critical periods. Black out vacation days in effect.