Associate Director, Admissions and Records

University of British Columbia

Staff – Non Union

Job Category

Job Profile
AAPS Salaried – Student Management, Level C

Job Title
Associate Director, Admissions and Records

UBCO Leadership College of Graduate Studies

Compensation Range
$6,378.58 – $9,189.17 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
April 21, 2023

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

Job End Date

Job Description Summary

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.​​​​​​

Admissions & Records is a unit within the College of Graduate Studies. The Associate Director provides leadership by directing the Admissions & Records unit s strategic priorities and functions, and is a member of the College s Executive Committee. The Associate Director provides high-level advising on complex admissions, enrolment and student issues. This position is also responsible for directing administration of the student life cycle from point of application through to graduation by ensuring that the unit provides high-quality enrollment and academic support services to faculty, staff, and students across the Okanagan campus. The Associate Director, Admissions & Records is responsible for providing direction for a diverse and complex range of fundamental activities related to supporting the administration and academic success of graduate students and quality of the graduate student experience at UBC.
Organizational Status
This position reports to the Director of the College of Graduate Studies and works closely with the Dean & Associate Dean(s) of the College of Graduate Studies. This position liaises with Department Heads, Graduate Program Coordinators, faculty, graduate program administrators, Enrolment Services, International Programs & Services, and staff across both UBC campuses. This position manages 6-10 staff.
Work Performed
1. Strategic Priorities and Initiatives
– Develops, oversees and integrates management of services related to students from application inquiry stage through adjudication and admission, registration, thesis/dissertation examination, and graduation.
– Develops, implements, evaluates and oversees a comprehensive strategy for delivering quality academic support services to students, faculty, and administrative staff.
– Leads Admissions and Records service priorities for the Okanagan Campus, including development and assessment of service standards, initiatives, and new technology.

-CoGS representative for UBC-wide governance and project committees related to admissions and records enterprise systems.
– Leads strategic planning for initiatives related to student advising and complex case management on behalf of the College. Liaises with other campus departments, including Student Services, Housing, and International Programs and Services to plan for graduate student success across campus.
– Part of the College of Graduate Studies Executive Committee, responsible for strategic policy and service development for the entire College and campus.
2. Complex Case Management
-Manages complex and sensitive graduate student/graduate program advising, in relation to academic, financial, personal and health difficulties, which jeopardize student success. Complex issues also include, but are not limited to, human rights, discrimination, academic fraud and other such complaints that affect student success as well as the reputation of the University.
– Maintains advanced knowledge of all policies that impact graduate studies applicants, students, staff, and faculty, including, but not limited to, records, admissions, thesis/dissertation examination and graduation.
3. Management and Supervision
– Hires, manages, motivates and builds an effective Admissions and Records unit. Leads and coaches the team towards performance and service excellence.
– Manages additional HR concerns such as scheduling, professional development and team-building activities, approving vacations and leaves, and manages employee complaints, disciplinary measures and complex hiring situations.
– Manages the efficient processing of admissions, records and other requests for advice and support within the unit by evaluating and distributing workload across College of Graduate Studies staff.
– Oversees staffing strategy for Admissions & Records unit, including direct supervision of multiple staff.
– Holds signing authority on all CoGS accounts on behalf of the Director.
4. Training and Outreach
– Oversees Okanagan training for graduate program staff and faculty on University policies, effective practices and use of enterprise systems related to managing/evaluating applications, admissions, records, registration, and academic progress.
– Manages over 600 records for faculty and staff access to student administration systems.
Consequence of Error/Judgement
Errors in judgment, poor advising, and/or inconsistency in decision-making could have significant negative financial, academic and/or personal consequences for students, staff and faculty. Uses knowledge of systems, policies, regulations, guidelines, and exercises professional judgment to solve unusual complex problems. Wide latitude of decision-making is required. Decisions are not routinely subject to confirmation and are legally binding upon the University. These negative consequences could damage the relationship between the University and its students. The reputation of the University and/or of its Faculties among community stakeholders could be adversely affected.
Supervision Received
This position reports to the Director of the College of Graduate Studies, and works collaboratively with other staff in the College of Graduate Studies, senior staff in other administrative units, faculty and staff in faculties and departments. Work is reviewed in terms of meeting strategic goals and the quality of overall performance. The incumbent works independently under general direction but within University and College of Graduate Studies policies. Initiative and sound judgement must be consistently applied.
Supervision Given
The Associate Director of Admissions & Records manages the Admissions and Records unit of 6-10 staff, including hiring, evaluation, and disciplining up to and including termination, and requires a high level of knowledge of the work associated with each position.
Preferred Qualifications
Undergraduate degree in a relevant discipline. Minimum of four to five years of related experience or the equivalent combination of education and experience. Minimum of four to five years of related experience or the equivalent combination of education and experience. Ability to maintain accuracy and attention to detail.
Ability to interpret and apply collective agreements in a complex, unionized environment.
Excellent communication skills, including the ability to understand and effectively communicate with others at all levels of the organization, in writing and orally.
Ability to manage staff performance by establishing standards and goals, evaluating performance, providing feedback, and taking corrective action.
Extensive knowledge of UBC graduate admissions policies, procedures and practices
Advanced knowledge of UBC policies and systems such as Workday and eVision would be an asset.

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