Manager, Recruitment and Admissions

University of British Columbia - Vancouver, BC (30+ days ago)

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Job Posting

Job ID:

Vancouver - Point Grey Campus

Employment Group:
Management&Professional (AAPS)

Job Category:
Student Management

Classification Title:
Student Management, Level B

Business Title:
Manager, Recruitment and Admissions

Fac.of Pharmaceutical Sciences

Fac.of Pharmaceutical Sciences

Salary Range:
$68,123.00 (minimum) - $81,780.00 (midpoint) - $98,136.00 (maximum)

Full/Part Time:


Desired Start Date:

Funding Type:
Budget Funded

Closing Date:

Available Openings:

Guiding principle: "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.

Job Summary

The Manager, Recruitment and Admissions, is responsible for developing, planning, and implementing recruitment strategies, processes and systems to attract and top applicants to the Entry-to-Practice PharmD, Flexible PharmD, and future undergraduate programs in the Faculty of Pharmaceutical Sciences. The incumbent conceptualizes and develops recruitment strategies and admissions policies in alignment with the Faculty's strategic priorities and enrolment goals, while managing ground-level implementation and day-to-day operations. The incumbent evaluates effectiveness and makes improvements to recruitment and admission processes to promote best practices and meet enrolment goals. As the faculty admissions and recruitment contact, this position is highly visible to the external community, working with prospective students and their families, guidance counsellors, post-secondary partners, pharmacist alumni, and other stakeholders.

Organizational Status

The Manager, Recruitment and Admissions reports to the Director, Student Services. The incumbent works independently, with initiative and considerable autonomy under the general supervision of the Director and, at times, the Associate Dean, Academic, and the Executive Director, Entry-to-Practice Education. The incumbent is required to work closely with other units across campus including, but not limited to, the Undergraduate Admissions Office, Enrolment Services (ES), the Centre for Accessibility (CFA), and others. This individual will also be required to interact and work cooperatively with students, and may receive additional direction from senior leadership within the faculty.

Work Performed

Student Recruitment and Advising:
  • Develops, implements, and evaluates student recruitment strategies and programs annually. Seeks new recruitment opportunities and incorporates the use of new educational technologies to deliver recruitment and advising services. Collaborates with the Communications & Marketing Team to devise marketing tools and mechanisms that will support recruitment goals. Implements new recruitment initiatives and methods of recruiting well-qualified students from underserved communities of BC.
  • Executes recruitment plan by attending recruitment events, delivering information sessions online and in-person, developing recruitment materials, planning and monitoring recruitment expenses, and collaborating with campus partners, including UBC Enrolment Services, on campus-wide initiatives.
  • Provides subject-matter expertise on program task forces as required.
  • Provides clear, professional, and accurate advising to prospective students on admissions requirements, prerequisite coursework, application process, program information, and future career prospects.
  • Exercises caution while advising on complex "grey areas" regarding a prospective student's eligibility to be considered for admission. Adjusts communication style to a diverse audience, from high school students to degree-holders and mid-career pharmacists.
  • Manages the Faculty Student Ambassador program, supervises, trains, and mentors a group of volunteer student ambassadors to support student recruitment initiatives and provide resources for prospective and incoming students.
  • Maintains current knowledge of UBC and Faculty admission policy and procedures.
Management of Admissions:
  • Manages the undergraduate admissions processes, timelines, and workflow for undergraduate programs in the Faculty, including the work assigned to clerical staff.
  • Assumes leadership responsibilities on the faculty's undergraduate admissions subcommittees.
  • Researches, recommends, and implements new admission processes as required. Makes recommendations to revise, streamline, and improve upon current admission processes.
  • Liaises with UBC Enrolment Services and the Undergraduate Admissions Office to resolve complex systems related issues, and streamlines and updates related procedures and policies.
  • Oversees the coordination of the Multiple Mini Interview (MMI) process for the Entry-to-Practice PharmD program and the in-person and videoconference interviews for the Flexible PharmD program.
  • Trains readers on the supplemental application process and scoring guide.
  • Works closely with the Undergraduate Admissions Office on matters related to academic evaluations, admission appeals, processing of admission decisions, and application troubleshooting.
  • Exercises empathy and tact while explaining unfavourable admission decisions and university policies to applicants who have been refused admission.
  • Produces recruitment and admissions reports and communicates results to the Faculty.
  • Makes recommendations on new and existing admission policies that apply to all undergraduate programs offered by the Faculty.
  • Ensures that all communications pertaining to the admissions policies and processes are accurate, including updates to the faculty website, revisions to the Faculty's undergraduate programs sections of the UBC Academic Calendar, and materials that are made available to the public.
Faculty-wide Committees and Strategic Initiatives:
  • Provides strategic and subject matter expertise to the faculty on planning committees, including the development of new undergraduate programs. Leads the development and implementation of new admissions processes, policies, and recruitment strategies for new programs.
  • Assumes responsibilities on academic committees including the Flex PharmD Program's Committee, and other committees as needed.
  • Serves as a member of the Underserved Communities Task Force to develop long-term strategies for building sustainable student pipelines from rural communities, improve access to pharmacy education, and promote culturally safe, community-centered approaches to recruitment.
Other Responsibilities:
  • Participates in the hiring, training and supervision of new team members of the Office of Student Services. May assume some supervisory responsibilities of Student Services staff in the Director of Student Services' absence.
  • Assists in the adjudication of awards as needed.
  • Participates in the planning of the Entry-to-Practice PharmD program's White Coat Ceremony.
  • Performs other duties as required in the day-to-day operations of Student Services and in support of Faculty initiatives.
Supervision Received

Reports to the Director, Student Services. Performance is reviewed in terms of the overall effectiveness of services provided and the degree to which role objectives are met. In addition to the Director, the Manager, Recruitment and Admissions may receive guidance from the Associate Dean, Academic, the Director, Entry-to-Practice Education, and the Director, Degree Programs for Pharmacists. This position is subject to annual performance reviews; work is reviewed in terms of achievement of project goals, soundness of judgement, and ability to manage full-cycle admissions and recruitment processes.

Supervision Given

Directly supervises volunteer Faculty Student Ambassadors; may hire, train, and supervise student staff. Provides guidance and oversight on student recruitment and admissions work assignments carried out by the unit's clerical staff. Assists in the hiring, orientation, and training of new staff.

Consequence of Error/Judgement

Decision-making requires the incumbent to analyze evidence, interpret and apply University policies, draw on experience and past precedents, consider outcomes, consequences, and fairness before coming to a solution. The incumbent exercises a high level of judgment and must demonstrate professionalism, tact and discretion to resolve a variety of complex problems. Poor management of admissions may jeopardize enrollment, increase workloads of team members, and lead to discontent of colleagues, faculty, volunteers, and students.

Admission decisions greatly affect the life and the livelihood of the applicants and students. An error in judgement or process may impact a student's career progression and lead to related financial, academic, or personal consequences. Poor judgement may jeopardize the reputation and integrity of the program, the Faculty and the University. The incumbent represents first impressions of the Faculty and its professional undergraduate programs.


Undergraduate degree in a relevant discipline. Minimum of three to four years of related experience or the equivalent combination of education and experience. Experience in a student-centered environment with knowledge of university admissions and recruitment is required. Ability to interpret and apply complex admissions policies in a consistent and equitable manner. Familiarity with health science programs is an asset. Professional, advanced written and oral communication skills, and interpersonal skills are essential. Ability to work under pressure, stay organized, multitask or coordinate numerous projects simultaneously while operating in a demanding client-focused environment. Ability to manage time and prioritize work effectively to consistently meet multiple deadlines. Strong attention to detail is required. Ability to work independently with minimal supervision as well as part of a team. Must be self-directed, self-motivated and resourceful. Proactive decision making and the ability to envision and understand the consequence of error is required. Ability to identify potential problem areas and to develop and implement effective solutions. Effective conflict-resolution skills; ability to navigate difficult interactions with tact, and respond to sensitive issues with empathy and diplomacy. Ability to represent the Faculty and its students effectively to academic and administrative units across campus, in addition to external agencies. Sensitive to dealing with faculty, students and staff in a multi-cultural context.

Strong proficiency in MS Office Suite, familiarity with student information systems, and comfortable with adapting to new technologies. Familiarity with UBC systems, such as the SISC, is an asset. Must hold a valid BC driver's license and have access to a vehicle. Must be willing to travel occasionally within Canada. International travel may be required. Flexible work hours will be necessary. Open to working evenings and weekends.

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.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.