Admissions Coordinator

University of British Columbia - Staff; Vancouver; On-site; CAD 80,000 - 100,000; Full time

Job summary

The University of British Columbia seeks an Admissions Coordinator to oversee the admissions process for all programs within the Faculty of Dentistry. This role requires strong interpersonal and organizational skills and involves interacting with prospective students and coordinating admissions-related tasks. Applicants should possess a two-year post-secondary diploma and exhibit a commitment to diversity and inclusion.

Qualifications

• High School graduation and four years of related experience required.
• Experience with post-secondary student admissions processes is crucial.
• Ability to communicate effectively in English

Responsibilities

• Coordinates admission and selection processes for domestic and international students.
• Serves as the first contact for admissions-related inquiries.
• Maintains various admissions systems and evaluates applicant information.

Skills

Interpersonal skills

Judgment

Organizational skills

Communication

Education

Two-year post-secondary diploma

Tools

Student Information System

Microsoft applications

Adobe Pro

Job description

Staff - Union

Job Category CUPE 2950 Job ProfileCUPE 2950 Salaried - Student Info Support 4 (Gr8) Job Title Admissions Coordinator Department Admissions Support | Dentistry Dean's Office | Faculty of Dentistry Compensation Range $4,739.00 - $5,102.00 CAD Monthly Posting End Date June 11, 2025

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

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

This position works collaboratively with units both within and external to the Faculty of Dentistry to oversee the daily operations and processes of moving from prospective student, to applicant, to registered student for all Faculty of Dentistry undergraduate, graduate & postgraduate programs - Dental Hygiene Degree, Doctor of Dental Medicine, Graduate Research & Clinical Specialties, Residencies, Specialty Qualifying Programs, and International Dental Degree Completion Program. This position has the primary responsibility for admission of students to all Faculty of Dentistry programs. Works closely with academic and administrative staff in the Faculty of Dentistry, liaises with University admissions services and the Workday Student support team, and communicates directly with applicants.

The Admissions Coordinator participates in activities that provide information to applicants and current students with regard to the admissions requirements of all Faculty of Dentistry programs. This varied role requires the exercise of independent judgment and initiative, strong administrative and excellent interpersonal skills.

This position ensures admissions procedures and selection of undergraduate, graduate and postgraduate candidates are followed through consistently and accurately to meet deadlines. This position provides guidance to prospective students for all Faculty of Dentistry programs. Must maintain confidentiality in all admission matters.

Organizational Status
The Doctor of Dental Medicine, General Practice Residency, Oral Medicine and Oral Pathology, and Dental Specialty Assessment and Training Programs are responsible for their own admissions and selections processes. This position reports to the Manager, Admissions and receives functional direction and operational supervision from the Director/ AD of Admissions and Student Affairs. Liaises with Faculty of Dentistry faculty. Interacts with units within UBC Enrolment Services, as well as the Faculty of Graduate and Postdoctoral Studies. Works in coordination with Admissions Committee Chairs. This position oversees and assigns tasks to Work Learn students.

Work Performed

• Coordinates admission and selection processes for prospective domestic and international students and ensures they are in line with strategic priorities with the corresponding program.

• Administers work flow of admissions, assessments, coordinating work processes, establishing work schedules and priorities, and resolving complex admission issues while competing deadlines for the Faculty of Dentistry’s various programs are in place.

• Serves as the 1st contact for potential applicants, students, alumni, faculty members, community oral health professionals, and the general public for admissions-related inquiries via in-person, telephone and e-mail.

• Responds to a variety of written, e-mail and oral inquiries with respect to their admissibility to all undergraduate, graduate and postgraduate Faculty of Dentistry programs.

• Provides referral and detailed factual information to applicants, students and the general public. Actively listens and probes for information to clarify complex requests.

• Facilitates communication of admissions decisions to applicants as well as processes admissions-related requests, such as course exemption.

• Imports and downloads Dental Hygiene Degree, Doctor of Dental Medicine, Graduate Research & Clinical Specialties, Residencies, Specialty Qualifying Programs, and International Dental Degree Completion program applications and documentation.

• Applies knowledge and understanding of complex admission / program requirements and policies in making appropriate responses.

• Maintains various admissions systems, such as the Student Information System (SIS), the University Graduate Admissions System (eVision), American Dental Education Association Associated American Dental Schools Application Service (ADEA AADSAS), the Faculty of Dentistry online portal, the Admissions Administrative Portal (AAP) and Workday Student. Evaluates applicant profiles, information, admission rankings and decisions via these systems.

• Determines the admissibility of Doctor of Dental Medicine Program and Dental Hygiene Degree Completion Program specific prerequisites for each applicant against established program criteria, procedures and standards. Determines the admissibility of graduate program applicants prior to the submission of recommendations to the Faculty of Graduate + Postdoctoral Studies.

• Identifies complex applications that fall outside established admission policy and refers to the Manager, Admissions for evaluation and decision.

• Provides knowledgeable and high quality customer service to prospective students.

• Captures and manages information about sensitive admissions advisory interactions with applicants using best practices and sound knowledge of applicable privacy policy and legislation and in accordance with Faculty of Dentistry protocols and procedures.

• Refers applicants to enrolment services for aspects of UBC and Dentistry student services including but not limited to housing, financial assistance, extracurricular activities, access and diversity, and counselling.

• Analyzes and prepares reports summarizing complex information and admissions data to inform program priorities, reporting requirements, the Admissions Manager, Dean of the Faculty of Dentistry, Admissions Committees and other bodies as appropriate.

• Assists the Manager of Admissions by providing admissions stats and queries about educational systems within Canada and abroad, when required to present to the Faculty of Dentistry programs’ admission committees.

• Identifies process and procedural challenges and contributes to finding efficiencies and improvements.

• Participates in and when appropriate takes a lead coordination role in projects and initiatives aimed at updating and improving admissions policies, practices and systems.

• Conducts cyclical reviews of all Faculty of Dentistry Programs Application information, updating / revising / streamlining as appropriate to keep in line with Faculty of Dentistry admissions priorities and curriculum changes.

• Develops and contributes to the content of letters and other communication materials to ensure applicants receive accurate information with respect to program requirements, interviews and admission to all Faculty of Dentistry Programs. Disseminates this complex correspondence to applicants.

• Maintains and updates Admissions information related to application information, requirements and processes, on the Faculty of Dentistry Web pages and application forms.

• Participates as a member of the Admissions team in collecting and processing of post-acceptance admissions requirements.
• Evaluates domestic and international transcripts. Creates and maintains applicant files to include all required documents/criteria in addition to the transcripts, required for the applicant’s profile and ranking.

• Validating applicants’ documentation and investigating if needed, alternative options regarding their declaration of residency status, i.e. domestic in-province vs out-of-province vs international. Placement in the wrong category can impact their ranking with a cohort.

• Tracks and verifies applicant completion of requirements, ensuring requirements are met by deadline, following up where necessary.

• Tracks acceptance/deposits and withdrawals up to start of program

• Reviews all interviewing applicants’ required documentation for accuracy and validity.

• Coordinates complex scheduling of applicants’ admissions interviews with applicants. Reviews and contributes to the content of the forms for interviewing applicants. May require collaboration with our IT team, i.e. to update information, such as application forms, applicants’ personal information, e-mails and financial information.

• Prepares and delivers interview packets to interviewers. Secures electronic interview documentation to prevent alteration or printing of confidential materials.

• Produces and maintains multiple spreadsheets for applicants of acceptance, waitlist and rejection. Produces and delivers notification for the Faculty on accepted, waitlisted and rejected offers. Prepares spreadsheet reports. Creates admissions stats report.

• Produces and maintains electronic application files. Tracks and updates program application documents. Evaluates the completeness and contacts applicants for missing documents.

• Conducts searches for and administers data related to existing applicants and students in the Workday (previous SISC) System, eVision, the Faculty of Dentistry online portal, AAP and Workday Student.

• Enters and manipulates data related to applications into the SIS, eVision, ADEA AADSAS, AAP, Workday Student and the Faculty of Dentistry Doctor of Dental Medicine, Doctor of Dental Medicine Advanced Standing (Transfer) Student, Dental Hygiene Degree and postgraduate Admissions Support System.

• Enters and manipulates data related to prospective and existing students into the SIS, eVision, ADEA AADSAS, AAP, Workday Student and the Faculty of Dentistry Doctor of Dental Medicine, Doctor of Dental Medicine Advanced Standing (Transfer) Student, Dental Hygiene Degree and postgraduate Admissions Support System.

• Administers policies and procedures to ensure conformity with University and Faculty policies.

• Implements complex Admissions Committee processes.

• Determines discretionary/eligibility aspects of evaluation process including accredited records.

• Participates in and coordinates materials for presentation to the Admissions Committees.

• Considers extenuating circumstances for applicants regarding unique challenges they face, and refers to the Manager, Admissions.

• Reviews and updates the Doctor of Dental Medicine configuration portal in ADEA AADSAS.

• Trains and assigns duties to Work Learn (WL) students. Updates training materials for Work Learn students. Provides guidance for improvement to WL students.

• Attends training sessions for admissions-related development and systems.

• Liaises with the Project Manager of Workday Student to ensure a smooth transition from the SISC System to Workday Student.

• Proposes questions, concerns and inconsistencies in regard to new University database systems (AAP and Workday Student) in comparison to the legacy University database system (SISC).

• Applies training material to assist candidates in the transition from the Student Service Centre (SSC) to the Applicant Service Centre (ASC) and Workday Student.

• Enhances training material for the University as a whole by providing crucial information about the AAP to the AAP Support Team.

• Exercises judgement and tact in referring concerns to the Manager, Admissions / Assistant Manager, Admissions.

• Performs other related duties.

Consequence of Error/Judgement

The incumbent is responsible for the day-to-day administration of the Admissions program. Ineffective management of undergraduate, graduate and post-graduate admissions activity reflects poorly on the Faculty. Incorrect guidance to prospective students could have an adverse effect on the reputation of the Faculty and University. Exercises judgement based on knowledge of procedures, guidelines and regulations and makes decisions based on guidelines and precedents. Accuracy of information given and records kept is critical as error would affect the admissibility and/or progression to another program within the Faculty. Incorrect assessments or communication of a decision could tarnish the reputation of the University and the Faculty of Dentistry, as well as have repercussions for the research and clinical faculty. Admissions coordinators are fully accountable to providing information to applicants. It is critical that applicant records are dealt with in a conscientious and time-sensitive manner. Errors in evaluations of applications and incorrect information disseminated can lead to appeals by candidates and legal ramifications.

These services are subject to confirmation and are legally binding upon the University. Admission decisions can affect the life and the livelihood of the applicant.

Supervision Received

Reports to the Manager, Admissions. Receives functional direction and operational supervision from the Manager, Admissions and the Assistant Manager, Admissions. This position works closely with the Manager, Assistant Manager, Admissions, the Director or AD of Admissions and Student Affairs, and the Admissions Committees Chairs.

Work is performed within authorized prescribed limits and/or an approved plan with minimal supervision. Has authority and is expected to act within established policies and procedure. Assigned tasks make it necessary to determine what data and quality of data are required to make reliable decisions. Exercises independent judgment in selecting and interpreting information, and reconciling deviations from standard methods. Extremely unusual matters, technical problems, and any issues which fall outside policies and procedures are referred to the Manager, Admissions.

Supervision Given

Supervises the work of any members of the Admissions team or any temporary administrative staff contracted to assist with creation, maintenance, and processing of admissions files. Supervises the work of any student leaders or student volunteers participating in Information Sessions. Assists with the training of new staff as well as develop and update reference materials. Participate and facilitate small work teams. Oversee the work of student assistants or new staff as required.

Minimum Qualifications
High School graduation, plus two year post secondary diploma, plus four years of related experience, or an equivalent combination of education and experience. Experience with post-secondary student admissions processes is required.
Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Experience with post-secondary student admissions processes is required. Office and administrative experience preferred. Relevant UBC experience preferred. Ability to maintain confidentiality, accuracy and attention to detail. Ability to use office software at an advanced level effectively (Student Information System, the University Graduate Admissions System, American Dental Education Association Associated American Dental Schools Application Service; the Faculty of Dentistry Doctor of Dental Medicine, Doctor of Dental Medicine Advanced Standing (Transfer) Student, Dental Hygiene Degree and postgraduate Admissions Support System; Microsoft applications; and Adobe Pro). Ability to communicate effectively verbally and in writing with proficiency in the use of English grammar, spelling, and punctuation. An ability to interpret and apply admissions policy in a consistent and fair manner. Ability to prioritize and use good judgement to resolve problems, and to accept responsibility. Proven organizational and time-management skills. Capacity for self-direction to plan and execute workflow independently. Ability to exercise tact and discretion and to communicate effectively and tactfully with others in obtaining and giving information.

Highly effective interpersonal skills. Ability to work effectively independently and in a team environment. Ability to adapt to changing environments and systems. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to exercise tact and discretion. Proven multi-tasking skills. Ability to work calmly and under pressure in a fast-paced environment with heavy volumes during peak periods with competing deadlines. Ability to be thorough, accurate, and have a high level of attention to detail, with frequent interruptions. Ability to perform word processing at 60 words per minute. Strong task planning and time management skill. Ability to work independently and in a team environment. Ability to operate a normal range of office equipment. Ability to work effectively with minimal supervision. Ability to gather, record, and organize information. Ability to determine the nature and urgency of inquiries and issues, and triage appropriately. Ability to communicate with a diversity of people in a professional, courteous, and effective manner.