Assistant Manager, Recruitment and Admissions

Staff - Non Union

Job Category M&P - AAPS Job Profile AAPS Salaried - Student Management, Level A Job Title Assistant Manager, Recruitment and Admissions Department Student Support | School of Nursing | Faculty of Applied Science Compensation Range $5,365.42 - $7,709.92 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 January 17, 2025

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

Job End Date

Jan 31, 2026

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 Assistant Manager, Recruitment and Admissions oversees recruitment and admissions for various undergrad and certificate programs, not excluding the Bachelor of Science in Nursing, Vancouver Summer Program (VSP), and Certificate Programs. The incumbent takes direction from Program leadership team related to the implementation of the approved program recruitment strategy. This role liaises with the Faculty of Graduate and Postdoctoral Studies related to admission of Certificate students as well as with institutions outside of the University related to recruitment. Liaises with units within UBC Enrolment Services, as well as with other UBC academic units related to undergraduate admission. The position provides guidance to students and faculty on program applications and admissions procedures and is responsible for the administrative requirements of admissions procedures and records related to School of Nursing programs.

Organizational Status
The Assistant Manager, Recruitment and Admissions reports to the Manager, Student Services and receives direction from the relevant program leadership. Works in coordination with other staff in the Student Services Office and the Administrative Office of the School. Interacts with faculty, staff, students and prospective students. The incumbent is also a key liaison with the Faculty of Graduate and Postdoctoral Studies Student Academic Services Unit and other university and government agencies.

Work Performed

• In consultation with the Program Leadership team (AD, Program Directors, and Coordinators) develops a recruitment and implementation strategy for each program;
• Manages student recruitment events Bachelor of Science in Nursing, Certificate Programs, and Vancouver Summer Program and develops recruitment materials (print, web and digital signage) for student recruitment initiatives;
• Ensures that annual recruitment targets for students are met based on direction set by the Program Leadership Team, and in conjunction with the School’s mission and strategic plan;
• Organizes and represents the faculty at career fairs and other recruitment events;
• Evaluates all aspects of applications made to but not exclusively the Bachelor of Science in Nursing, the Certificate Programs, and the Vancouver Summer Program. Application processes including degree requirements, eligibility, transfer credits, exchange program credits, registration and academic policy, English language proficiency scores when applicable;
• Manages the admissions database to track and monitor application files, and streamlines and updates related procedures and polices (may require liaising with programmers and IT managers);
• Approves and manages the applications via the online application system and paper-based application review. Set deadlines and manage related materials as required;
• Adjudicates and provides recommendations for admission processes for all applications for certificate programs and micro-credentials;
• Liaises with the Faculty of Graduate and Postdoctoral Studies (G+PS), and other UBC departments out of the School, on all aspects of admissions and recruitment;
• Works with Central VSP team to deliver the program, including marketing and recruitment, registrations and admissions, social programming, and establishing policies and procedures;
• Builds and oversees a preliminary VSP schedule consisting of class time, intercultural training sessions, social/cultural activities, and other relevant activities;
• Liaises with staff and instructors prior to and throughout VSP, ensure instructors are well-prepared to teach a significantly condensed course and provide support where necessary;
• Acts as a first point of contact for students during the program on issues including course load, any issues with course instructors, homesickness, and cultural adjustment;
• Hires, trains and supervises VSP Cultural Ambassadors, summer students;
• Manages budget allocation and expense management relating to excursions in collaboration with School’s Administration Office;
• Works effectively with VSP mentor student leaders/volunteers to meet program needs;
• Attends VSP social/cultural events during the program;
• Advises and provides clear, professional, and accurate consultation to prospective students on a wide variety of issues including: program admission and academic policies and requirements, student services, program procedures, academic schedules, and professional academic development activities;
• Advises applicants about courses required before entering, prerequisites, courses that are required during their Program and courses available either within the Program or outside the Program;
• Oversees tracking program and individual student progression milestones through the administration of all electronic student record database related to the program;
• Provides status updates and advice to the Program Coordinators on a wide variety of recruitment and admissions issues;
• Ensures compliance with UBC policies;
• Works closely with all faculty in leadership roles for programs to identify and resolve recruitment or admissions issues;
• Develops, implements and updates recruitment program policies and procedures;
• Oversees revisions to admissions requirements in the Programs Section of the UBC Academic Calendar;
• Makes recommendations and implements improved processes to enhance efficiency of admissions operations;
• In consultation with the Programs Leadership and Professional Programs Leadership, plans and develops and implements a comprehensive orientation program for new students;
• Develops programs orientation manuals for students.
• Represents the School in committee meetings on behalf of the program leadership;
• Trains and manages work study students and volunteers;
• Serves as the designated back-up to the Manager, Student Services and Assistant Manager, Graduate Program;
• Performs other duties as required in the day-to-day operations of Student Services.

Consequence of Error/Judgement
This position plays an important role in the management of one of the largest and most culturally diverse Nursing programs at UBC and has a direct impact on its quality and services. Decision-making requires the application of systematic and organized methods and procedures, and is based on thorough knowledge of the policies and procedures of the University and in particular the Faculty of Graduate and Postdoctoral Studies and the School of Nursing. The incumbent exercises a high level of judgment and must demonstrate professionalism, tact and discretion. Consequence of error is high and incorrect actions or decisions may damage the careers of students and may lead to appeals that could negatively affect the reputation of the program, the School, and the University. The incumbent represents first impressions of the School and its programs. Poor decisions on service delivery could adversely impact the School.

Supervision Received
The incumbent is expected to work independently under the general guidance of the Manager Student Services, the Graduate and Professional Programs Leadership team.

Supervision Given
Manages Undergraduate Admissions Coordinator, work study students and volunteers.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of one to two 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 in a university or college environment, in an admissions, student advising, or student development context preferred;
• Experience with internal university systems and regional and national admissions systems and practices preferred;
• Experience directing, supporting, managing and evaluating admissions programs;
• Professional, advanced written and oral communication skills, as well as excellent organizational, and interpersonal skills are essential. Ability to represent the School and its students effectively to academic and administrative units across campus, in addition to external agencies;
• Proven interpersonal skills with a strong customer service attitude;
• Expert time management and work prioritization skills and ability to consistently meet deadlines;
• Self-motivated;
• Demonstrated ability to multitask or coordinate numerous projects simultaneously while operating in a demanding client-focused environment;
• Demonstrated ability to work under pressure, resolve problems, and take initiative, exercise tact and good judgment;
• Proactiveness in approach to problem-solving and ability to envision consequences of decisions beyond immediate issues;
• Ability to identify potential problem areas and to develop and implement effective solutions;
• Ability to work independently, with minimal supervision, as well as part of a team;
• Proficiency in Word, Excel and Access, and a strong comfort level with adapting to new technologies;
• Sensitive to dealing with faculty, students and staff in a multi-cultural context;
• Flexible work hours will be necessary.