Admissions Support Coordinator - Vancouver, Canada - University of British Columbia

University of British Columbia

Verified Company

Vancouver, Canada

2 weeks ago

Posted by:

Sophia Lee

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Description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Student Info Support 4 (Gr7)

Job Title

Admissions Support Coordinator

Department

Applicant Services | Undergraduate Admissions | Enrolment Services

Compensation Range

$4, $4,214.00 CAD Monthly

Posting End Date

April 3, 2023

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

Job End Date

Job Summary

Organizational Status

The Admissions Support Coordinator works as part of the Undergraduate Admissions team, and reports to the Manager of Applicant Services.

They regularly liaise staff from across campus as well as staff from other units within Enrolment Services.

Work Performed

Application Processing

Conducts grade entry as required to assist with credit assignment and evaluations

Determines whether applicant has ever applied/attended previously by searching Student Information System according to established procedures

Searches SISC for previously entered but "un-matched" transcripts, test scores and other information and, if a match is found, updates applicants' SISC files

Logs, files and distributes irreplaceable documents

Files hard-copy documentation as appropriate; high accuracy is critical

Locates misplaced documentation and, where this is not possible, contacts issuing institutions for replacements

Sorts outgoing documentation according to urgency, category, and how and where document must be dispatched.

Document Control

Sorts incoming documentation (transcripts, test results, reference letters, immigration documents, correspondence from departments, recommendations for admission, correspondence from students and prospective students etc.) according to category, priority and document process; uses discretion in identifying incoming documentation that should be "fast-tracked" or handled outside of normal procedures.

Assists in scanning incoming hard-copy documentation, attaches the electronic images to the appropriate applicant files in SISC and routes to appropriate workflow queues.

Assist in undertaking periodic purging of outdated documents from storage according to established procedures. Fulfills requests for documentation under the Freedom of Information and Protection of Privacy Act.

Locates misplaced documentation and, where this is not possible, contacts issuing institutions for replacements

Sorts outgoing documentation according to urgency, category, and how and where document must be dispatched.

Reviews and processes thousands of electronic documents using the Verifier software making sure to match the appropriate document to the correct student.

Other Administrative Support Duties:

Serves as a member of the Admissions Team and one or smaller "sub-teams" within Admissions dedicated to particular applicant groups, with the overall goal of assisting in achieving enrolment goals for the university.

Assists with team building events throughout the Admissions busy period.

Other duties as required.

Consequence of Error/Judgement

The Admissions Support Coordinator is expected to exercise judgment and discretion when possible and, when the advice or guidance of a more senior staff person is required, the incumbent is expected to provide all relevant information as well as possible solutions when appropriate.

The improper disposal of confidential information can create liabilities for UBC with respect to its duties under the Freedom of Information and Protection of Privacy Act, damage UBC's reputation, and discourage qualified applicants from attending UBC.

Supervision Received

Reports to and works under the general direction of the Manager of Applicant Services. Receives guidance from an Admissions Team Lead Coordinator.

Works with mínimal supervision. Receives detailed instructions on new assignments and is provided with comprehensive and accurate reference materials. Has authority and is expected to act within established policies and procedures.

New or unusual matters, technical problems, and any issues which fall outside established policies and procedures are referred to senior staff.

Supervision Given

Assists with the training of new staff, including providing one-on-one training in procedures and development and periodic updating of training and reference materials.

Preferred Qualifications

High School graduation and one year of related training, or an equivalent combination of education and experience.

Four years related experience or the equivalent combination of education and experience.

Two years of related logístical experience or one year of relevant UBC experience.

Knowledge of the Undergraduate Admissions process and UBC's undergraduate program offerings preferred.

General familiarity with transcripts and grading systems for high schools and postsecondary institutions.
General familiarity of the structure and organizations of higher education in Canada and in the world (other postsecondary institutions, ed