Admissions Clerk

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

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Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Student Info Support 4 (Gr7)

Job Title
Admissions Clerk

Administration | Medical Admissions | Faculty of Medicine

Compensation Range
$4,009.00 - $4,214.00 CAD Monthly

Posting End Date
July 4, 2021

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

Job End Date

Nov 30, 2021

Available Openings: 10

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, three schools, and 2 3 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.

Job Summary

The MD Undergraduate Program receives over 2700 applications annually for the 288 positions within the program. Rigorous standards and assessment are applied to ensure that entering students meet the needs of the province and are aligned with the social accountability framework of the Faculty of Medicine. The incumbent will contribute to this selection process by reading and evaluating specific sections of the applications. The evaluation period begins in September, and finishes at the end of November.

Organizational Status

Reports to Senior Admissions Coordinator, MD Undergraduate Admissions.

Work Performed

Academic or Non-Academic File Evaluations:
  • Reviews and evaluates the academic and/or non-academic portion of applications to the UBC MD Undergraduate Program
Non-Academic Evaluations:
  • Assesses applications for evidence of personal qualities considered important for the practice of medicine by following detailed and well-developed guidelines, and prepares for final review.
  • May be required to evaluate applications that fall outside established guidelines for the purpose of determining the applicant's admissibility to the MD Undergraduate Program. Such complex decisions require professional level judgment and are legally binding upon the University.
  • Refers only highly complex admissions decisions to an Admissions Coordinator or Manager for assessment and decision.
Academic Evaluations:
  • Assesses applications by following very specific, yet complex and nuanced guidelines.
  • Processes, records and inputs information with high level of detail and accuracy.
  • Performs basic mathematical calculations as part of the evaluation process.
Supervision Received

The incumbent will receive supervision, direction and instruction from the Senior Admissions Coordinator, MD Undergraduate Admissions. Incumbent will be expected to work independently for large parts of the process.

Supervision Given


Consequence of Error/Judgement

Inappropriate document evaluation could disadvantage candidates and/or result in future appeals involving Admissions, the Faculty of Medicine Dean, Senate and legal counsel. Errors may result in contradicting admissions policies, negative precedent-setting cases, delays in the admissions process, and possible inappropriate acceptance or refusal of applicants.

Must be able to interpret policies and procedures and apply them fairly and consistently. Accuracy, attention to detail, and consistency are crucial.

Is responsible for making independent decisions within prescribed policy and procedures. Frequently required to exercise judgment, particularly when performing file evaluation. Must be able to justify decisions and provide rationale when questioned or in the event of an appeal. Only highly complex admission decisions are referred to Admissions Coordinators or Managers for assessment.

Evaluation errors would result in incorrect admissions decision and could bring all evaluations performed into question requiring verification and re-reviewing resulting in decreased department productivity. Distributing confidential scoring methods to those external to MD Undergraduate Admissions would result in a breach of confidentiality and would damage the integrity and reputation of the department and University. Must demonstrate tact, diplomacy and confidentiality at all times.


High School graduation and two year post-secondary diploma. 4 years related experience or the equivalent combination of education and experience. Ability to make thoughtful, informed, and thorough decisions. Ability to understand and apply policies, procedures, and instructions. Ability to communicate effectively verbally and in writing. Ability to maintain accuracy and attention to detail. Ability to exercise sound judgment. Ability to think conceptually. (i.e., use creative, conceptual, or inductive reasoning or thought processes to identify patterns of complex data) Ability to perform basic mathematical calculations accurately. Ability to work effectively independently and in a team environment. Ability to exercise tact and discretion. Ability to prioritize and work effectively under pressure to meet deadlines.