Admissions & MEng Coordinator, Student Services

University of British Columbia; Vancouver; On-site; CAD 30,000 - 60,000; Full time

Job summary

A major Canadian university is seeking an Admissions & MEng Coordinator to manage the admissions processes for various graduate programs. The successful candidate will coordinate complex admissions, maintain comprehensive databases, and provide support to over 800 students. Strong organizational and problem-solving skills, along with a commitment to equity and diversity, are essential. This position is 100% in-person based at the university's Vancouver campus.

Qualifications

• Willingness to respect diverse perspectives; commitment to equity, diversity, and inclusion.
• Strong writing skills; ability to synthesize information.
• Typing speed of at least 50 wpm.

Responsibilities

• Coordinate the graduate admissions process for the M.A.Sc, M.Eng, and Ph.D programs.
• Maintain a complex admission database and produce required reports.
• Advise incoming and current MEng students on program requirements.

Skills

Organizational skills

Problem-solving skills

Attention to detail

Interpersonal skills

Ability to work under pressure

Advanced spreadsheet skills

Education

High School graduation plus two years post-secondary education

Tools

Office software (Word, presentation)

Adobe Creative Suite

Wordpress

SharePoint

Canvas

Job description

Overview

Admissions & MEng Coordinator, Student Services — Department of Mechanical Engineering, Faculty of Applied Science. Department: Academic Services & Engagement | Department Mechanical Engineering | Faculty of Applied Science. Compensation range: $4,739.00 - $5,102.00 CAD Monthly. Posting End Date: October 4, 2025. Job End Date: October 19, 2026. Note: Applications will be accepted until 11:59 PM on the Posting End Date.

At UBC, we believe that attracting and sustaining a diverse workforce is key to 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 Description Summary

Due to training and communication needs, this is a 100% in-person role on UBC Vancouver’s Point Grey campus.

The Admissions & MEng Coordinator, Student Services, serves over 500 undergraduate students, over 300 graduate students, and first year and prospective students interested in Mechanical Engineering and Naval Architecture and Marine Engineering. Under minimal direction, this position is responsible for project execution, advising, administrative, and coordination functions related to graduate students, programs and options within the Mechanical Engineering Department. Major functions include admissions to the M.A.Sc, Ph.D, and M.Eng programs overseen by Mechanical Engineering; coordination of graduate awards, and MEng program administration. This position also provides shadow coverage for other CUPE positions within the Mechanical Engineering Student Services Office. The incumbent typically works a standard day; however, flexibility is required as some responsibilities require an irregular schedule, including evenings or weekends.

Organizational Status

This position reports directly to the Manager, Student Services, and ultimately to the Department Head. Works closely with the Associate Heads, Option and Program Coordinators/Directors, Curriculum Chair, and Faculty Advisors in matters relating to their initiatives. Works in close collaboration with other support staff in the Mechanical Engineering office and within the Department as a whole; liaises with a wide variety of UBC, and external units (colleges, high schools) in execution of duties. Expected to work independently within general guidelines.

Responsibilities

• GRADUATE ADMISSIONS: Coordinate the graduate admissions process for the M.A.Sc, M.Eng, and Ph.D programs within Mechanical Engineering. Assess applications for completeness and eligibility based on policies, check applicant files, ensure supporting documents are received, follow up on incomplete applications, and respond regarding application decisions.
• Respond to complex inquiries by phone, email, or in person from students, staff, faculty or external stakeholders. Provide information about admissions policies or procedures, program requirements, course availability, timetables, and department information.
• Maintain a complex admission database to provide up-to-date information to faculty and administration. Track admission and registration statistics, produce reports, class lists, and other documents as required.
• Perform initial assessment of graduate applications and transcripts; provide guidance to graduate applicants. Advise prospective students about admission and program requirements. Resolve complex admission cases in consultation with the Manager, Student Services and the Associate Head, Graduate Studies. Participate in development of Department policies and procedures related to graduate admissions.

• GRADUATE AWARDS: Coordinate all graduate student awards, including entrance and ongoing awards. Track funding sources and award allocations; disseminate funding/award announcements. Oversee the award nomination process and communicate results; amend admissions offers as required. Participate in policy development related to graduate awards.

• PROGRAM AND STUDENT SUPPORT: Primary staff contact for incoming and current MEng students. Provide advising on program requirements and course selection; track student interactions in OAMS; refer issues to appropriate faculty; enter reports into Early Alert as needed; follow up as required. Onboard incoming MEng students with information on program requirements, course selection, registration, and campus orientation. Resolve registration issues, conduct prerequisite checks, and maintain MEng student records. Provide administrative support for the Naval Architecture and Marine Engineering Program, coordinating industry-focused events and activities in collaboration with the NAME MEL Program. Represent the Department at internal and external events, assist with planning and execution of department events, draft letters and correspondence, and maintain organizational documentation. Create reports and surveys, perform data analysis, and develop templates to streamline processes. Shadow coverage for other CUPE positions within the MECH Student Services Office. Participate on the department safety committee and serve as building warden as needed; training provided.

Compliance, Risk, and Supervision

• Consequence of Error/Judgement: Exercises judgment with students and staff; inaccuracies can affect department reputation and student outcomes. Advising impacts the student experience; misinterpretation of policies could delay admission or graduation.
• Supervision Received: Works independently under general administrative direction.
• Supervision Given: Trains new staff and may oversee students or temporary staff.

Qualifications

• Minimum Qualifications: Willingness to respect diverse perspectives; commitment to equity, diversity, and inclusion.
• Preferred Qualifications: High School graduation plus two years post-secondary education and four years related experience, or equivalent. Cover letter and writing sample required; strong organizational and problem-solving skills; ability to plan proactively; strong judgment and attention to detail; ability to work under pressure and manage multiple priorities; advanced skills in spreadsheets and databases; excellent writing skills; advanced interpersonal skills; ability to use office software (Word, presentation, web publishing) and familiarity with Adobe Creative Suite, Wordpress, Canvas, SharePoint is useful; experience planning events for undergraduates, alumni, and industry partners; knowledge of university policies for graduate admissions and awards; knowledge of NAME/Marine Engineering industry is a strong asset; familiarity with UBC systems (SISC, FSC, SCMC) and preferably Evision; ability to synthesize information; ability to work independently and in a team; typing speed 50 wpm; ability to lift up to 25 lbs.