Md Admissions Officer Jobs

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Student Management, Level A

Job Title

MD Admissions Officer

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 14, 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 expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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.

Job Summary

The core responsibility for this position is to provide support to multiple MD Admissions office processes over the course of an admissions cycle, including the completion of various special projects. The MD Admissions Officer prepares, evaluates and reviews medical school applications, advises prospective students on the admissions requirements, and delivers applicant services to prospective and current applicants and the public. The incumbent works closely with other MD admissions personnel to meet targeted deadlines in each phase of the application cycle.

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, interview (800+ applicants), and post-interview evaluation. 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

Our Vision: To Transform Health for Everyone.

Ranked among the world’s top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 12,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

The Faculty—comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and over 10,000 clinical faculty members—is composed of 19 academic basic science and/or clinical departments, 3 schools, and 25 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.

The MD Admissions Officer reports to the Manager, MD Admissions and receives direction from the Associate Director, MD Admissions.. Works closely with Admissions staff locally and at distributed sites 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

• Performs duties related to the qualifications and requirements of the job and will be required to act as back-up to other positions as needed;
• Analyzes admission criteria to ensure consistency, equity and adherence to admissions policies, academic objectives, and organizational strategies of the MD Admissions Subcommittees
• Supports multiple mini interview (MMI) question writing process. Provides administrative support for Question Writing and Question Review groups, and participates in the question writing and editorial review;
• Contacts applicants, verifiers, and other institutions regarding discrepancies or inconsistencies in applicants' files;
• Attends information sessions, faculty career fairs and/or public events, for purpose of recruiting candidates to the MD Undergraduate program;
• Conducts online information sessions and provides feedback and advice to prospective students;
• Responsible for evaluating complex applications for MD admission that fall outside established admission policy for the purpose of determining applicants' admissibility;
• Conducts special projects as they arise on behalf of the MD Admissions office; 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
• Works in coordination with Admissions team members on preparation and execution of MD Admissions interviews;
• Acts as first respondent to applicant issues and complaints;
• Works in conjunction with MD Admissions Team Members and MD Admissions Subcommittees on projects and document preparation, reading and evaluating academic, non-academic, and supplemental applications, and preparing admissions decisions;
• Interprets and communicates policy and procedures and makes independent decisions;
• Evening work and travel may be required.
• The position will be exposed to an extremely high volume of work. During peak periods, may be requested to work overtime;
• Reads, assesses and interprets supplemental applications including applicant reference letters, writing samples, and interviewer comments;
• Long shifts and flexible hours during MD interviews will be required of all Admissions personnel;
• Completes assessments of non-academic applications. Assesses applications for evidence of personal qualities considered important for the practice of medicine by making sense of subjective information and grading it according to a rubric and other guidelines.. May assist with training and oversight of non-academic qualities (NAQ) assessment team;
• Compiles and interprets complex statistical information
• Acts as first point of contact and source of information for current and prospective applicants, the general public and health professionals. Provides clear, accurate information to applicants by email, in writing, in-person, by telephone or through the on-line application system. Must be knowledgeable about application requirements, prerequisite requirements, residency issues, and all other complex admissions policies and procedures.
• Prepares final class lists for offers of admission, including administration of waitlists;

CONSEQUENCE OF ERROR

Works independently under general supervision. Work is performed in accordance with broadly established policies and guidelines, which must be applied fairly and consistently.

Makes independent decisions at all times, even when policies and guidelines do not apply. Required to exercise judgment and discretion. Must be able to justify decisions and provide rational when questioned.

Tact, diplomacy and confidentiality are required at all times. Accuracy, attention to detail, and consistency are crucial.

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 the Manager, MD Admissions. Receives direction from Associate Director, MD Admissions.

SUPERVISION GIVEN

May manage students or support staff.

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.

• 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

Preferred Qualifications

A commitment to equity, inclusion, transparency, honesty, and integrity in all aspects of work is required. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to effectively manage multiple tasks and priorities. Must demonstrate critical thinking skills. Ability to communicate effectively verbally and in writing. Ability to develop and maintain cooperative and productive working relationships. Ability to exercise tact, diplomacy and discretion. Ability to work effectively independently and in a team environment. Ability to deal with people in a courteous, calm manner. Ability to effectively use software at an intermediate level. (e.g., Outlook, MS Word, MS Excel). Ability to make thoughtful and informed decisions. Must be highly adaptable and flexible to change. 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.