Recruitment and Admissions Assistant - Jobs in Vancouver, BC

Job Description

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Grad Student Support 2 (Gr6)Job TitleRecruitment and Admissions AssistantDepartmentRecruitment | Robert H. Lee Graduate School | UBC Sauder School of BusinessCompensation Range$3,881.00 - $4,082.00 CAD MonthlyPosting End DateAugust 24, 2022Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateJob Description SummaryUBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.We acknowledge that UBC Sauder at the Vancouver Campus is situated within the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at the UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.When you join UBC Sauder School of Business you become part of a team of academics and professionals committed to making a positive impact through business education.UBC Sauder’s Robert H. Lee (RHL) Graduate School delivers all aspects of a portfolio of six professional graduate degrees in business, independently of Graduate + Postdoctoral Studies. Our MBA programs and specialized Master’s programs operate within a highly competitive international environment. The RHL works closely with multiple and distinct stakeholders - faculty, staff, students, business community, global partners and alumni - to remain competitive through the delivery of an exceptional student experience. We thrive in a fast-paced, dynamic environment with a strong service culture and a commitment to continuously innovate and improve all aspects of our work. We are proud of our transformational programs and our students - the next generation of changemakers.The Recruitment and Admissions Assistant provides front-line assistance and information to current and prospective graduate students in the Graduate School. Supports the admissions and recruitment unit and provides executive secretarial support to the Manager, Recruitment & Admissions Operations and other management in the office.Organizational StatusReports to the Manager, Recruitment & Admissions Operations. Works closely with admissions team members in supporting admissions inquiries and functions, as well as with program assistants on providing information to current students.Work Performed

• Provides detailed information and advice and interprets policy to telephone, email and in-person inquiries from prospective graduate students, applicants, faculty and employees on issues such as admissions policies, procedures and status of application to various academic 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 and updates materials for recruiting activities and information sessions.
• Coordinates the planning of recruitment events such as information sessions and graduate fairs.
• Regularly reviews and updates website content 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, TOEFL/IELTS results, work experience and other general information on the admissions database is accurate. 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 promotional brochures, admissions materials and office handouts.
• Composes and updates email auto-replies, voicemail recordings and office signage.
• Provides coverage to the RHL Graduate Schools reception as required
• Assist with the continued development of our online admissions system. Putting 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 candidates 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 candidates 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.

Consequence of Error/JudgementConsequences of error is high; errors may include providing incorrect information to prospective students, applicants and employees, double booking advising appointments and making data entry errors. Misinformation to applicants may result in their inability to gain program admission. Misinformation to students may result in their inability to complete the program or graduate. A non-professional demeanor, poor level of service or misinformation may damage the UBC MBA reputation in our ranking assessments in international publications. Diminished rankings may result in fewer and lower quality applicants to our programs, which negatively impact the school s recognition and ability to obtain financial resources.Supervision ReceivedReports to the Manager, Recruitment & Admissions Operations. Works independently under minimal supervision at most times. Receives detailed instructions on new assignments, but is required to complete recurring assignments independently and use judgment to determine which of many methods are applicable in any given situation. Complex technical problems and policy matters are referred to the supervisor.Supervision GivenN/AMinimum QualificationsHigh School graduation, plus a two-year post-secondary diploma, plus 3 years of related experience or the equivalent combination of education and experience.Preferred Qualifications

• 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.

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.Pursuant to the BC Human Rights Code Article 42, preference will be given to Indigenous applicants.All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.Quick Apply

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