Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
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
As a member of the Teacher Education Office support team, coordinates all aspects of teacher education program admissions in the Faculty of Education and supports the recruitment and retention of students. Acts as the first point of contact for students applying to the teacher education programs, providing guidance and direction to Bachelor of Education (BEd) students, as well as Diploma students, Teacher Updaters, Unclassified students and visiting students on admissions procedures, policies and programs.
Responsible for the set of activities to produce complete admissions applications that are ready for evaluation. May undertake relatively straightforward evaluations for diploma programs. Coordinates file maintenance from submission to evaluation, accepted offers of admissions, graduation and archival preparation. Provides planning input regarding admissions matters and trains temporary admissions clerical staff, including student staff.
The location of the Teacher Education Office (TEO) within the Faculty of Education makes this position the first point of contact for students, faculty, staff and visitors to the Faculty. This position exemplifies a very professional work ethic and manner, requiring a high level of student service and professionalism.
Organizational Status
Reports to the Administrative Manager and Manager of Admissions and Recruitment. Works closely with the Admissions Officer, Teacher Education Office (TEO) Program Coordinators, Associate Dean, Director, Faculty, students, staff and the public. Liaises with UBC Enrolment Services, and staff in other Faculty of Education departments/units.
Work Performed
ADMISSIONS AND RECRUITMENT
Application and Admission Processing:
- Acts as the first point of contact for students applying to the teacher education programs
- Coordinates and prepares applications to the teacher education programs at the Faculty of Education, including the Bachelor of Education (BEd) students, as well as Unclassified, Diploma, Teacher Updater and Visiting student applications
- Evaluates and admits straightforward applications such as diploma, unclassified, visiting students and re-admission students. Granting registration eligibility where applicable
- Exercises judgement for completeness and appropriateness of requirements based on admissions policies and procedures, as required by each different teacher education program administered by the Teacher Education Office, advising students accordingly and generating customized acknowledgement emails
- Upon completion of conditions and working with Admissions Officers, evaluates and confirms conditional BEd admissions, generates confirmation letters and follows up with those whose conditions remain outstanding
- Upon receipt of applications for re-admission to BEd program, presents applications and files to Director and appropriate practicum coordinator for approval. Processes re-admission if approved
- Admits updating candidates and Diploma students in Education specializations, upon receipt of approval
- Coordinates and processes applications directly to NITEP - Indigenous Teacher Education Program, ensuring completeness of applications and assessing and posting transfer credits
- Monitors the status of pending applications including updating acceptances and declines, pending complete applications and cancelling all outstanding applications not completed
- Determines application fee required, accepts payment, logs amount received and provides a receipt if required. Using the ePayment Virtual Machine (ePayment) or Consolidated Billing Module (CBM) when applicable. Processes refunds if approved
- Resolving moderately complex problems that are related to the admissions processes, including testing and explaining the online application
- Monitors application trends and uses a variety of student information systems to produce daily and ad hoc reports
- Oversees the submission of Personal Profiles (by students) and reference reports (by referees). Assigns reference reports to broad-based admission readers and contacts referees to verify information.
- Coordinates the Criminal Record Check (CRC) requests and liaises with the Ministry of Justice on electronic submission of requests for CRCs
- Works with the Department of Language and Literary Education on applications received for French options, including the French proficiency assessments
- Monitors files with outstanding graduation and/or certification requirements and ensure they are accurately recorded and updated on the database. Follows up as required.
- Generates and signs admission and readmission letters of above categories.
- Coordinates timing of temporary staff assignments with the Management Team and supervises, trains, delegates, evaluates and oversees their work as required
- Documents and implements internal policies and procedures for admissions, updates and maintains the internal database
- Participates in Recruitment activities to support recruitment and retention of students to teacher education programs
Document Control and File Maintenance:
- Maintains, uploads and files transcripts, reference letters and documents received to support student applications, following the established protocol. This includes matching previous applications and matching new documents received to pending applications
- Responsible for the control of documents and electronic records used in the admissions process; examines submitted documents for appropriateness and authenticity
- Extracts transcripts available on the Student Information System from other UBC departments such as Go Global and Enrolment Services
- Coordinates the requests for irreplaceable documents and ensures copies received are authentic for use in the evaluation of admissions applications
- Certifies original copies documents and submits stamped documents on behalf of the Faculty of Education to external stakeholders such as the Teacher Regulation Branch (TRB) and Teacher Qualification Service (TQS)
- Fulfills requests for documentation under the Freedom of Information and Protection of Privacy Act
- File maintenance such as creating new files for each application received, moving and prepping old files for archiving and purging of confidential records no longer kept
Inquiries:
- Shares the responsibility of providing front-line responses to all admissions related inquiries (following a set shift schedule). This includes responding to inquiries from prospective and current students (emails, phone calls and in-person inquiries) regarding admissions policies and procedures for all teacher education programs and its unique requirements
- Interprets and accurately communicates Faculty and University policies and procedures including admissions, registration, eligibility, course availability, deadlines, and refers complex inquiries appropriately
- Provide basic to moderately complex information on teacher education programs administered by the TEO including BEd, Diploma, Teacher Updater, Unclassified and Visiting students
PROGRAM SUPPORT
- Provides general administrative support to the Program Managers Practicum (elementary & middle years and secondary)
- Collects and collates data for various projects, lists, spreadsheets and statistics
- Initiates, develops and maintains current and new data sorting systems and other administrative systems
GENERAL
- Performs general front counter reception duties while on their shifts. This includes:
o booking and confirming advising appointments for prospective students
o greeting guests, visitors and students that come through the TEO front desk
o responding to the TEO s and the Faculty of Education s general information phone line in a professional manner
o responding to, redirecting and triaging a high volume of email inquiries received in the general TEO email accounts
o distributing correspondence or announcements (hardcopy or electronic), mail, courier received in the TEO, as well as outgoing mail
o maintaining office and kitchen supplies and inventory; placing orders as necessary
o maintaining distributed print materials such as program information, assessment sheets, magazines and brochures at the reception area
- Assists in the logistics, preparation and organization of TEO events such as Awards Night, Faculty and Staff Orientation, information sessions/workshops, meetings, etc.
- Performs other duties as required. Undertakes special projects relating to clerical and general office support at the request of the TEO Management Team.
Consequence of Error/Judgement
Sound judgment is required in the following operations: Must select and convey pertinent information from comprehensive admissions material, to articulately communicate this in a variety of cases and to recognize complex cases that may require re-direction. Provision of incorrect information before a student applies may cause a student not to apply, or could delay application processing and therefore admissions decisions. In this highly competitive educational field, applicants who are mishandled may seek admission at another institution and could impact admissions targets. Misinformation could also result in hardship to an applicant and could result in admissions appeals. Evaluation of Faculty of Education Diploma students and first year NITEP students transfer credits requires a degree of assessment and could impact admissibility of students to their programs.
The position is expected to exercise judgement to establish work priorities, business processes and procedures to maximize effectiveness. Evaluates whether transcripts, test scores and other documents satisfy Admissions requirements and advises applicants accordingly. Interprets incoming electronic application files for completeness and advises applicants of required information to complete the application process; resolves inconsistencies in application files. Makes admission decisions for some applicant groups.
Interactions with students, faculty, staff and the public are largely unsupervised, and tact and professionalism is required at all times. Negative interactions can result in damage to UBC s reputation and discourage qualified applicants from attending the Faculty of Education. Judgement is required when an issue needs to be referred to another staff person or another office. Inappropriate decisions can result in someone feeling as if they have been given the run-around and generally poor service by UBC.
The improper release of confidential information can create liabilities for UBC with respect to its duties under the Freedom of Information and Protection of Privacy Act, damage UBC s reputation, and discourage qualified applicants from attending UBC s Faculty of Education.
Supervision Received
Reports to and works under the general guidance of Administrative Manager and Manager of Admissions and Recruitment. Works independently and with minimal supervision. Receives direction from Managers and Admissions Officer, with guidance from Teacher Education Office (TEO) Program Coordinators, Associate Dean, and Director.
Oral progress reports are required as well as discussion with and direction from Managers on more complex cases. Is expected to act within established policies and procedures. Receives specific instruction on out of the ordinary procedures and routines from Managers.
Supervision Given
Formally trains and orients staff and faculty on various application software and systems such as reference checking, Broad Based Admissions, and criminal record checking.
Minimum Qualifications
High School graduation, plus one year post secondary diploma, plus 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
High School graduation and one year post secondary diploma and with training in office procedures and practices.
4 years related experience or the equivalent combination of education and experience.
Proficient computer skills with MS Office at an intermediate level are required. Knowledge of BEd program and admission requirements and procedures preferred.
Knowledge of the UBC Workday Student and Admissions Administrative Portal (AAP) an asset.
Effective oral and written communication, interpersonal, customer service and organizational skills.
Ability to perform word processing at 50 words per minute and to operate a normal range of office equipment.
Ability to prioritize work, multi-task, work under pressure and to meet deadlines.
Ability to exercise tact and discretion.
Ability to maintain accuracy and attention to detail.
Ability to work effectively independently and in a team environment.
Ability to handle a high-volume of work, establish priorities and meet deadlines.