Admissions and Awards Coordinator

University of British Columbia

Staff – Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Grad Student Support 3 (Gr8)

Job Title
Admissions and Awards Coordinator

Education Support School of Biomedical Engineering Faculty of Medicine

Compensation Range
$4,137.00 – $4,456.00 CAD Monthly

Posting End Date
December 6, 2022

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

Job End Date

Job Summary

The School of Biomedical Engineering (SBME) at the University of British Columbia (UBC) is a partnership between the Faculties of Applied Science and Medicine, established in 2017. Currently the School has 25+ core and joint faculty located on campus and at healthcare research institutes, 500+ undergraduate and graduate students, 15+ administrative staff and 5 research service facilities. The School is a nucleus for education and training, research, and innovation in biomedical engineering, creating new knowledge, new academic and training programs, and fostering translation and innovation, aspiring to be a global leader in the field. Its vision is to transform health care outcomes through unconstrained exploration of the best possible integrative solutions across engineering, medicine, and biology.

The Admissions & Awards Coordinator, Student Services, serves over 400 undergraduate students, over 150 graduate students, and first year and prospective students interested in Biomedical Engineering. Under minimal direction, this position is responsible for project execution, advising, administrative, and coordination functions related to undergraduate and graduate students, programs and streams within the School of Biomedical Engineering.

Major functions include admissions to the M.A.Sc, Ph.D, and M.Eng programs overseen by Biomedical Engineering; coordination of graduate and undergraduate awards; and PBME supplementary form administration. This position also provides shadow coverage for the other CUPE position(s) within the School of Biomedical 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 Academic Program Manager, with oversight from the Director of Strategic Planning and Operations and the Directors of the Graduate and Undergraduate Programs. Works in close collaboration with other support staff in the Biomedical Engineering office and within the School as a whole; and liaises with a wide variety of UBC, and external (colleges, high schools), units in execution of duties. Expected to work independently within general guidelines.
Work Performed


– Coordinates the graduate admissions process for the M.A.Sc, M.Eng, and Ph.D programs within Biomedical Engineering. This includes assessing applications for completeness and eligibility based on established policies, checking applicant files for completeness, ensuring that necessary application supporting documents are received, following up on incomplete applications, and sending correspondence regarding the application decisions.
– Primary point of contact for general School’s academic (undergraduate and graduate) programs admission inquiries. Responds to inquiries from prospective students, faculty members, and other UBC departments drawing upon knowledge of School and university policies and procedures.
– Maintains a complex admission database to provide accurate up-to-date information to faculty members and administration. Tracks admission and registration statistics,produces reports, class lists, and other documents as required. 
– Performs the initial assessment of graduate applications and transcripts, and provides guidance and assistance to graduate applicants.
– Assists and advises prospective students about admission and program requirements.Resolves both general and complex admission cases in consultation with the Manager, Student Services and the Director, Graduate Program.
– Collates applications and develops spreadsheets for committee review. Creates processes for committee review of application.
– Participates in the development of Department policies and procedures related to graduate admissions.


– Coordinates all graduate and undergraduate student awards, including entrance and ongoing awards. Tracks all incoming funding sources and all outgoing award allocations. Drafts and disseminates funding and award announcements to students and faculty.
– Oversees the award nomination process, including those in conjunction with graduate admissions and organizes the ranking committee meetings. Communicates results to applicants, and amends admissions offers as required.
– Participates in the development of School policies and procedures related to undergraduate and graduate awards.


–    Coordinates the Pre-Biomedical Engineering Standard Time Table (PBME STT) Supplementary Form process for the first year BASC program programs. This includes drafting emails for circulation to students, assessing applications for completeness and eligibility based on establish policies, checking applicant files for completeness, and sending correspondence regarding application decisions.
–    Determines processes, collates applications and develops spreadsheets for committee review; 
–    Coordinates the year 3 Stream placement processes. 


–    Compiles reports utilizing statistics and other course and program data for the Academic Program Manager and the Academic Program Directors.
–    Responds to complex inquiries by phone, email, or in person, from students, staff, faculty or external stakeholders. Provides information about supplementary form, graduate admissions, and awards policies or procedures, program requirements, course availability, timetables, and department information to students, staff, faculty, and the public.
–    Represents the School, as required, at formal internal and external events, including open houses, on and off campus information sessions, recruitment fairs, and special events.
–    Drafts official department letters, memos, and correspondence for review.
–    Creates, compiles, and maintains organizational and procedural documentation. Arranges meetings and catering; transcribes and distributes minutes.
–    Liaises with the Faculty of Graduate and Postdoctoral Studies, Engineering Academic Services, and other on or off campus stakeholders, as required.
–    Creates reports on activities, designing and implementing surveys of activities and performing statistical analysis. Performs literature searches, evaluating data for usefulness, and draft resource materials. Compiles and prepares statistical data and reports. Develops templates, as required, to streamline processes.
–    Provides general day-to-day support, as required, to the Manager. Performs other tasks in keeping with the level, as required. Provides shadow coverage for the other CUPE position(s) within the SBME Student Services Office.

Consequence of Error/Judgement

Exercises judgment and tact in dealings with students and others. Poor performance would contribute to inefficient operation, poor service, and lack of graduate students for research and course instruction, thereby affecting the reputation and credibility of the Department and the University, and the quality of our course instruction and research. Lack of accuracy in work could result in damaged relations with stakeholders, errors in hiring, admissions, or award funding, and be detrimental to our ability to acquire quality graduate students. Advising impacts the quality of the student experience. Misinterpretation of policies or program requirements could cause serious problems for students in reaching their educational objectives, may delay admission, advancement, or graduation.

Advising impacts the quality of the student experience. Misinterpretation of policies or program requirements could cause serious problems for students in reaching their educational objectives, may delay admission, advancement, or graduation, and damage the reputation of the department.

Supervision Received

This is a responsible position where a high degree of accuracy, maturity and initiative is expected. Works independently under general administrative direction.

Supervision Given

Formally trains new staff on work procedures, and/or oversees work of students and/or temporary staff.

Minimum Qualifications

High School graduation, plus two year post secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.
Preferred Qualifications

  • High School graduation and two year post-secondary diploma and 4 years related experience or the equivalent combination of education and experience.

  • Strong organizational, planning, and problem-solving skills; ability to plan proactively;

  • Ability to exercise logic and critical thinking; good judgment and initiative; high attention to detail and a high degree of accuracy in work;

  • Ability to work under pressure, prioritize work and meet deadlines; ability to cope with multiple conflicting priorities and interruptions from visitors to the office;

  • Ability to use spreadsheet and database applications at an advanced to expert level;

  • Excellent writing skills required. Must be able to compose and edit correspondence using clear concise business English; must be able to write clearly with minimal grammar/spelling errors; level of communication must be thoroughly professional and use appropriate tone.

  • Advanced interpersonal skills are required. Requires diplomatic persuasiveness, sensitivity, and the ability to motivate behaviour and secure cooperation and acceptance of decisions; ability to exercise tact, confidentiality, and discretion;

  • Ability to use word processing, spreadsheet, desktop publishing, internet publishing, presentation and web publishing applications at an intermediate level is required. Must be able to adapt to new software programs; Adobe Creative Suite, WordPress, Canvas, and Microsoft Sharepoint would be useful;

  • A thorough knowledge of university policies and procedures related to graduate admissions, awards, and students; knowledge of the Biomedical Engineering programs and student culture is preferred;Knowledge of how to use UBC systems (SISC, FSC, SCMC) is preferred; knowledge/experience with Evision is strongly preferred;

  • Ability to synthesize information from several sources to provide answers to student queries;

  • Ability to work both independently and within a team environment;

  • Ability to type 50 wpm and to operate a normal range of office equipment, including a telephone for telephone reception, a webcam for skype calls, a photocopier and scanner

  • Ability to pick up and move objects up to 25 lbs (such as a box of copier paper).

View or Apply
To help us track our recruitment effort, please indicate in your cover//motivation letter where ( you saw this job posting.

Leave a Reply