Recruitment and Admissions Assistant

ubc; Vancouver; On-site; CAD 51,000 - 54,000; Full time

Job summary

UBC Sauder School of Business is seeking a Recruitment and Admissions Assistant to support frontline inquiries, manage admissions materials, and assist with information sessions and recruitment events. You will work closely with the Admissions Support team to provide service excellence for undergraduate and professional programs.

The role focuses on customer service, data entry, and coordination of admissions processes in a busy academic environment at the Vancouver campus.

Qualifications

• Provide front-line information to prospective students, applicants, and staff.
• Explain admissions policies and status of applications.
• Assist with admissions data entry and document management.

Responsibilities

• Provide detailed information and advice to telephone, email and in-person inquiries from prospective students and applicants.
• Advise on admission requirements and eligibility.
• Screen inquiries before booking advising appointments and manage scheduling.
• Prepare and mail admissions materials and information sessions materials.
• Assist with events and information sessions for recruitment.

Skills

Customer service

Communication

Attention to detail

Data entry

Education

High School graduation with 2-year diploma

Tools

Microsoft Word

Excel

Outlook

Job description

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Grad Student Support 2 (Gr6)

Job Title

Recruitment and Admissions Assistant

Department

Admissions Support | Recruitment and Admissions | UBC Sauder School of Business

Compensation Range

$4,582.00 - $4,816.00 CAD Monthly

Posting End Date

October 21, 2026

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

Job End Date

April 30, 2027

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.

UBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Point Grey campus is situated on the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

UBC Sauder delivers a portfolio of undergraduate and professional graduate certificates, diplomas, and degrees in business, independent of Graduate + Postdoctoral Studies.

The Recruitment and Admissions unit at the UBC Sauder School of Business plays an integral role in the achievement of the UBC Sauder’s commitment to attract, engage and retain students who represent diverse perspectives, experiences and identities (UBC Sauder Strategic Plan) by recruiting well-qualified, high-performing, community-minded, and diverse domestic and international students to meet the school’s enrolment targets and goals. The Recruitment and Admissions Assistant provides front-line assistance and information to current and prospective students for undergraduate and professional graduate certificate, diploma and degree programs in business, supports the admissions and recruitment team and provides support to the unit’s leadership with scheduling, various reports and projects. Organizational Status Reports to the Associate Manager, Admissions and Operations. Works closely with admissions team members in supporting admissions inquiries and functions.

• Provides detailed information and advice and interprets policy to telephone, email and in-person inquiries from prospective students, applicants, faculty and employees on issues such as admissions policies, procedures and status of application for undergraduate and professional graduate certificate, diploma and degree programs.
• Advises prospective students on requirements and eligibility for admission.
• Screens all prospective inquiries before booking advising appointments for admission advisors and academic advisors.
• Deals with and resolves problems regarding customer/student complaints. Escalates difficult situations to the supervisor and provides a synopsis of the issue.
• Communicates unfavorable information in person and in writing in a sensitive and diplomatic manner.
• Responsible for the professional image of the reception area, graduate breakout rooms, boardroom, maintaining the integrity of private academic documentation, while ensuring student/applicant accessibility to necessary materials.
• Monitors office communications and provides updates and recommendations for improvement.
• Responsible for organizing and mailing promotional material, admission packages, pre-registration materials and academic guides.
• Prepares materials for recruiting activities and information sessions.
• Assists with the planning of recruitment events such as information sessions and graduate fairs.
• Regularly reviews and makes recommendations for update for website content, email templates and event notices.
• Inputs requests for admission materials and admission supporting documents in the admissions database.
• Assists with admissions data inputs, including academic record, GMAT/GRE scores, English Proficiency Test results, work experience and other general information on the admissions database. Corresponds with applicants on status of application and follows up on missing documentation. Updates all admission letters and general correspondence when required.
• Responsible for receiving, opening, sorting and disseminating a high volume of office mail, facsimiles and emails.
• Responds to general office correspondence of a complex nature.
• Proofreads admissions materials and office handouts.
• Composes and updates email auto-replies, voicemail recordings and office signage.
• Provides coverage to the UBC Sauder Recruitment and Admissions reception as required.
• Assists with the continued development of our online admissions system. Puts forward ideas to make moderate changes to existing admissions procedures, practices, standards and services, to improve and streamline admissions processing.
• Determines admissibility by evaluating transcripts for North American and International applicants according to guidelines, including performing GPA calculations for academic degree programs as stipulated by the Faculty of Graduate Studies for admission requirements and ensuring that applicants meet minimum academic criteria.
• Assesses authenticity of official academic transcripts and reference letters.
• Provides secretarial support to the Director, Recruitment & Admissions and general office support.
• Prepares expense reports, processes invoice payments, maintain account records.
• Coordinates and confirms itineraries of management travel arrangements, meetings and appointments.
• Prepares agendas and minutes for unit meetings.
• Oversees office space needs and building maintenance problems. Maintains and orders office supplies and equipment. Coordinates servicing of office equipment.
• Coordinates usage of meeting and breakout rooms.
• Oversees the operational set-up of new hires.
• Performs other duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement Consequences of error is high; errors may include providing incorrect information to prospective students, applicants and employees, double booking advising appointments and making data entry errors. Misinformation to applicants may result in their inability to gain program admission. Misinformation to students may result in their inability to complete the program or graduate. A non-professional demeanor, poor level of service or misinformation may damage the UBC Sauder programs’ reputation in our ranking assessments in international publications. Diminished rankings may result in fewer and lower quality applicants to our programs, which negatively impact the school’s recognition and ability to obtain financial resources.

Supervision Received Reports to the Associate Manager, Admissions and Operations. Works independently under minimal supervision. Receives detailed instructions on new assignments, but is required to complete recurring assignments independently and use judgment to determine which of many methods are applicable in any given situation. Complex technical problems and policy matters are referred to the supervisor.

Supervision Given N/A

High School graduation, plus a two-year post-secondary diploma, plus 3 years of related experience or the equivalent combination of education and experience.

• 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

• Computer proficiency and ability to use word processing, spreadsheet, database and electronic mail applications (Word, Excel, Outlook, Power Point) at an intermediate level.
• Knowledge of UBC policies and procedures would be an asset.
• Effective oral and written communication, interpersonal, customer service and organizational skills.
• Ability to type 55 w.p.m. and to operate a normal range of office equipment.
• Ability to maintain accuracy and strong attention to detail.
• Ability to work independently under minimal supervision, and as a part of a team.
• Ability perform work in accordance with established procedures and practices requiring initiative to plan and complete recurring assignments independently.