Student Services Manager, OSOT

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

Job summary

A leading educational institution seeks a Student Services Manager to oversee admissions and student services for the occupational therapy program. This role requires strategic leadership, excellent communication skills, and a commitment to equity and inclusion, as well as managing a growing team to enhance recruitment and support services.

Qualifications

• Minimum 3 to 4 years of related experience or equivalent education and experience.
• Experience in student advising/recruitment preferred.
• Ability to analyze data and interpret complex policies.

Responsibilities

• Provide leadership in admissions processes for Master of Occupational Therapy program.
• Manage student support and advising services.
• Develop marketing and recruitment strategies to attract applicants.

Skills

Leadership

Analytical Skills

Communication

Conflict Resolution

Education

Undergraduate degree in a relevant discipline

Job description

Staff - Non Union

Job Category M&P - AAPS Job Profile AAPS Salaried - Student Management, Level B Job Title Student Services Manager, OSOT Department Administration | Department of Occupational Science and Occupational Therapy | Faculty of Medicine Compensation Range $6,747.50 - $9,701.42 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date July 11, 2025

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

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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

The Department of Occupational Science & Occupational Therapy (OSOT) Student Services Manager provides strategic management and operational leadership for all admissions processes from recruitment to registration for the Master of Occupational Therapy (MOT) Program (including its distributed sites). Advises individual students from institutions across Canada, and internationally, to review and assess knowledge gaps and make recommendations for successful application to the MOT, GRC, MRSc and PIE-OT programs.

The role provides leadership and innovative solutions to improve admissions processes, secure high-quality applicants, and ensure an effective workflow through the admissions processes. This position also manages student support and advising services for all students in the Department of Occupational Science and Occupational Therapy. The Student Services Manager resolves unique and complex cases with respect to all admissions functions, including appeals. The role hires, trains, and evaluates Student Services and Admissions Officers. The incumbent is responsible for developing marketing, recruitment, and communications strategies that align with the Department’s strategic plan, are designed to enhance the image and reputation of the Department’s programs, attract and yield well- qualified applicants at all sites, and meet enrolment targets. The role coordinates and evaluates the implementation of such strategies including projecting and tracking results, analyzing statistics, and managing budget allocations. The successful applicant will manage a growing team of at least 3 people, some of whom will be located at distributed sites

Organizational Status

The Department of OSOT Therapy provides the only provincial program for the education of entry-to-practice occupational therapists. Through rigorous scholarly activity, high standards of instruction and creative opportunities for learning, the Master of Occupational Therapy program provides a strong foundation that supports the current and future practice of the profession. The Department is also a research-intensive unit with award winning faculty conducting state-of-the art healthcare research.

This position will report to the Administrative Director, Department of OSOT. This position has the option of a hybrid work arrangement.

Work Performed

Admissions

• Provides strategic management and operational leadership for all admissions processes from recruitment to registration for the MOT Program (including its distributed sites).
• Advises individual students from institutions across Canada, and internationally, to review and assess knowledge gaps and make recommendations for successful application to the MOT, GRC, MRSc and PIE-OT programs.
• Advises domestic and internationally educated Occupational Therapists regarding program options, preparedness for exam writing, and entry into Canadian practice.
• Develops and delivers presentations on admissions to various audiences, including prospective students, faculty, staff, and external audiences.
• Provides operational leadership in short- and long-term admissions planning for the MOT program and oversees the admissions processes to ensure high-quality service.
• Plans, develops, implements, and oversees the entire MOT admissions process (500+ applicants annually; growing to 155 admissions across 5 sites by 2028).
• Evaluates workflow effectiveness throughout the admissions cycle and identifies improvements.
• Proactively manages application flow and document processing.
• Reviews and recommends changes to support efficient, accurate processing.
• Develops policies in consultation with the Admissions Committee and Departmental Executive relating to recruitment, admissions, registration, and progression.
• Adjudicates applications and transcripts for MOT eligibility.
• Applies knowledge of complex admissions and program policies to offer tailored advice.
• Investigates and resolves complex admissions cases, including appeals.
• Acts as the department liaison with the Faculty of Graduate and Postdoctoral Studies.
• Interprets and applies Faculty and UBC policies in admissions and student management.
• Analyzes the effectiveness of online admissions processes and addresses issues with the Faculty of Graduate and Postdoctoral Studies.
• Interprets and applies UBC and FOGS admissions policies.
• Collaborates with the UBC Centre for Accessibility to support applicants and students needing accommodations.
• Manages the student admissions appeals process.
• Advises applicants of unfavourable decisions and provides counselling for future applications.
• Provides authoritative advice to the Admissions Team on criteria and documentation from Canadian and international institutions.
• Conducts admissions-related data analysis and prepares annual reports for accreditation.
• Manages the annual delivery of the Multi-Mini Interviews (2,400+ interviews).
• Prepares admissions and student services reports for MOT program accreditation.

Recruitment and Marketing

• Participates in strategic planning related to recruitment, retention, and completion.
• Provides strategic leadership for recruitment across all programs, including PIE-OT.
• Liaises with domestic and international institutions and career services to increase registrations.
• Collaborates with the Indigenous Coordinator to deliver workshops that enhance Indigenous applicants’ preparedness for admissions interviews.
• Develops policies in consultation with the Admissions Committee and Department leadership on recruitment, admissions, registration, and progression.
• Identifies trends and designs research-informed adjustments to admissions strategies.
• Leads editing and revision of online admissions materials.
• Develops innovative recruitment strategies to meet enrollment and diversity targets.
• Represents the Department at conferences, seminars, and orientations.
• Develops and implements Northern, Rural and Indigenous recruitment strategies with annual reporting.
• Leads development of international recruitment strategy.
• Strategically plans and implements recruitment events, including off-site and travel-based sessions.
• Manages recruitment and marketing budgets, ensures adherence, and assesses effectiveness.
• Aligns marketing strategies with the MOT Program Evaluation Plan and Department’s strategic plan.
• Projects and analyzes recruitment results.

Student Management

• Manages student support and advising services for all Department programs.
• Provides individualized academic advising and recommends additional courses or career options.
• Coordinates with UBC’s Centre for Accessibility to ensure inclusive services during application and program tenure.
• Acts as Ombudsperson for students when Faculty or Graduate Advisors are unavailable.
• Acts as the Department’s liaison with the Occupational Therapy Student Society to support peer leadership and student engagement.
• Coordinates and advises students on UBC policies related to graduation, post-grad work permits, and student status.
• Advises students on licensing requirements and coordinates with accrediting bodies to ensure eligibility.
• Provides advice to faculty and students on UBC and Faculty of Graduate Studies policies.
• Manages MOT student awards (e.g., Affiliated Graduate Scholarships, program-specific awards).
• Advises students on award applications to support equitable access and success.
• Recommends policy changes related to registration and student progression in collaboration with the Admissions Committee and Associate Head Academic Affairs.
• Conducts needs analysis and identifies student service supports.
• Organizes and manages high-level student events including Intro Week, Capstone, Graduation Reception, and participation in the CAOT Conference.
• Ensures services meet UBC and departmental policies, are consistent, and align with timelines.

Budget and Resource Management

• Manages and reconciles budgets for admissions, recruitment, Intro Week, graduation, alumni engagement, and student awards.
• Manages student payments for all OSOT-related fees via the OSOT website and uTouch ePayment portal.
• Develops and tracks recruitment and marketing budgets; ensures expenses remain within approved limits.
• Evaluates budget effectiveness and makes strategic resource allocation recommendations.
• Ensures all data and financial practices comply with UBC’s privacy and administrative guidelines.
• Works closely with the Administrative Director to support student and operational needs and handles special projects as assigned.

Team Leadership and Supervision

• Supervises 3–4 CUPE 2950 employees across multiple sites.
• Hires, trains, and evaluates Student Services and Admissions Officers.
• Collaborates with the Administrative Director on recruitment and onboarding of new staff.
• Provides leadership to ensure staff deliver high-quality, consistent support services aligned with departmental goals.
• Offers guidance to the Admissions Team on interpreting criteria, evaluating documentation, and applying policies.
• Supports team development and continuous improvement across distributed sites.

Consequence of Error/Judgement
The Student Services Manager represents the University and the Department of OSOT across the province of British Columbia. Judgment and decision-making directly affects the Department’s reputation as well as the admissibility of applicants and their prospective careers. Inappropriate decisions and policy interpretation impact the Department’s ability to recruit students, disadvantage applicants, and result in future appeals. Ineffective advice would have serious negative impact on students, Faculty, and the Department. Decisions have an impact on program outcomes and affect relationships with internal and external stakeholders.

Supervision Received
This position reports directly to the Administrative Director. This position receives broad direction from the Administrative Director and Department Head

Supervision Given
This position supervises 3-4 CUPE 2950 employees at multiple sites and works with the Administrative Director regarding hiring and onboarding new team members.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three to four years of related experience, or an 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

- Experience working in student advising and/or recruitment.

- Experience working with stakeholders in aboriginal, rural and/or remote communities.

- Ability to analyze and interpret data, determine implications, and provide recommendations

- Ability to interpret and apply complex legislation, policies, regulations, and technical information.

- Ability to conduct needs analyses, plan, organize, manage, monitor, complete, and evaluate projects within allocated time and resources