Senior Admissions Officer

University of British Columbia - Vancouver, BC (24 days ago)

Apply Now

Job Posting

Job ID:

Vancouver - Point Grey Campus

Employment Group:
CUPE 2950 (Cler/Secr/Library)

Job Category:
CUPE 2950 Grad Student Support

Classification Title:
Grad Student Support 3 (Gr8)

Business Title:
Senior Admissions Officer

The Sauder School of Business

Sauder - RHL Grad School

$46,776.00 (Annual)

Full/Part Time:


Desired Start Date:

Funding Type:
Budget Funded

Closing Date:

Available Openings:

Job Summary

The Robert H. Lee (RHL) Graduate School at the Sauder School of Business consists of a full-time staff complement of approximately 40 M&P and CUPE staff members in two locations. The RHL Graduate School manages all aspects of professional graduate business programs including recruiting, admissions, awards/scholarships, academic services/support, international opportunities, academic policies, graduation approvals, disciplinary incidents, and program scheduling.

UBC Sauder's Robert H. Lee Graduate School delivers all aspects of a portfolio of six distinct professional graduate degrees in business, independent of Graduate + Postdoctoral Studies. The MBA and specialized Masters programs operate within a highly competitive international market; we compete for top Canadian and international students against highly-ranked global schools. This competitive environment, combined with high student expectations, demands exceptional service levels. With a strategic and holistic view, the professional management team regularly reviews, adapts and delivers on hte value proposition, positioning, recruiting methods, academic content, cultural/social programming, co-curricular activities and career services. Within this complex environment, the team works closely with multiple and distinct stakeholders - faculty, staff, students, business community and alumni - to remain competitive through the delivery of an exceptional student experience. The grad school compete with leading business schools around the world by delivering an outstanding academic experience supported by a strong service culture and effective operational management. This high level of competition is not seen in other areas and therefore the business school operates at a fast paced and dynamic environment no other other faculty. The grad school focuses significantly on building relationships with Alumni and continuously ensures the global network of students grows. The RHL Grad School focuses on active recruitment from a wide variety of international and domestic locations to offer a unique student demographic population.

This is a senior level administrative clerical position in the Admissions area of the Robert H. Lee Graduate School, UBC Sauder School of Business. This position is responsible for professional business graduate degree programs' processes and procedures, which support the successful operation of admission to the Robert H. Lee Graduate School. The Masters' Programs annually process over 10,000 program enquiries from the external community and up to 2500 admission applications.

Organizational Status

Reports to the Manager, Recruitment & Admissions. Exercises judgment and initiative in handling matters of non-routine nature. Plans sequence of duties, sets office procedures and guidelines for processing on-line applications, work methods to be initiated and action taken. New or unusual problems are referred to the Manager, Recruitment & Admissions.

Work Performed

Acts as Resource person to all Masters' Programs staff in the Admissions area providing training, technical support, and overseeing maintenance and data entry of business graduate programs applicants.
Manages the Admission Database System (TopApply) and the Graduate Programs' websites. Troubleshoots any technical Internet difficulties encountered by prospective applicants. Recommend improvements and modifications regarding the database systems and online materials to the Manager and acts as an intermediary with the Database and Internet consultants.
Develops new reports from TopApply to support recruiting, program promotion efforts, and management of the matriculation process. This includes report creation and modification in TopApply. Generates reports for statistical purposes.
Download online admissions data from TopApply. Imports electronic GMAT/GRE and TOEFL/IELTS/MELAB/PTE scores into TopApply. Troubleshoots and corrects problems when importing data from external sources into TopApply.
Manages integrity of the admissions data through manual modification of database fields to correct errors.
Manages the security of TopApply including setting up user access, and monitoring the integrity of the system.

Evaluates transcripts for North American and Foreign candidates according to admission guidelines, following up on missing documentation, and preparation of documentation. Refers unusual transcripts to the Faculty of Graduate Studies for evaluation.
Inputs academic, GMAT/GRE scores, TOEFL/IELTS/MELAB/PTE results, work experience and other general information on TopApply for admission applications received.
Composes correspondence independently, based on established guidelines, to applicants regarding admission requirements and the Admissions Committee's decision on their applications
Reconciles all graduate programs' tuition deposits, application fees and preparatory course fees and arranges the transfer of said fees to Financial Services, and Faculty of Graduate Studies.
Acts as liaison with students, staff, faculty, Faculty of Graduate Studies, and IT consultants. Answers inquiries from general public, graduate advisors, students, staff, regarding on-line materials, graduate programs websites, graduate admissions, program requirements, registration, and fees.
Analyzes all applicants' undergraduate academic performance, GMAT/GRE and TOEFL/IELTS/MELAB/PTE results for Fellowship consideration. Provides a ranked shortlist of suitable candidates to the Admissions Committee for approval.
Determines and orders the required admission materials to assemble the graduate program application packages. Coordinates with the mailhouse to assemble the application packages and send out the application requests by bulk mail.
Performs other duties related to the qualifications and requirements of the job.

Supervision Received

Works under limited supervision. Performs most duties independently and consults with the Manager, Recruitment and the team when necessary. Works within the guidelines of the policies and procedures of the Faculty and the University. Work is reviewed for overall effectiveness and efficiency.

Supervision Given

Supervises and trains Work Learn Students as required.

Consequence of Error/Judgement

Poor decisions, judgment or errors would adversely impact the graduate applicants' career and/or academic opportunities. This in turn would jeopardize the reputation of the Robert H. Lee Graduate School, UBC Sauder School of Business and the University of British Columbia This is a high volume position requiring very careful attention to detail and adherence to strict deadlines. Meticulous planning, a high degree of organization and excellent time management are required.


High School graduation and two year post-secondary diploma. A university degree with a focus on business preferred. 4 years related experience or the equivalent combination of education and experience. Minimum of three years' related experience. Advanced computer skills including hands-on experience with FoxPro, Crystal Reports, Access, Excel, Word, Email, and web browsers; HTML and FTP client server experience and Internet upload and download procedures. Knowledge of SIS preferred.

Excellent oral and written communication skills are required including the ability to compose detailed correspondence and reports.

Must work independently and be well organized.

High degree of accuracy and attention to detail required.

Requires an individual who is tactful and articulate dealing with faculty, students, staff and members of the external community from diverse cultures.

Ability to work in a high volume, high pressure environment, establish priorities, and meet deadlines.

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.