Engineering Admissions Coordinator

Job SummaryThis position is responsible for prospective student advising, recruitment and admissions, partnerships, and transition management including planning, managing, and executing engineering undergraduate and graduate student recruitment events and activities for the UBC Okanagan School of Engineering with the aim to attract and yield a highly qualified pool of applicants. This position will represent the School of Engineering and collaborate across the Faculty of Applied Science at both the Okanagan and Point Grey campuses.Organizational StatusReporting to the Project Manager, Projects and Strategy, this position supports the Associate Director, Programs and Associate Director, Kaizen portfolios and will collaborate with Student Recruitment & Admissions, International Student Initiatives, and Enrolment Services.Work PerformedProspective Student AdvisingRepresents the School of Engineering to prospective high school students, parents and counsellors and other interested parties.Communicates information to a broad audience regarding the mission, vision, and student experience of the School of Engineering and its admissibility, program requirements and professional development opportunities.Advises prospective students on the School of Engineering program options and admission requirements. Applies in-depth knowledge and understanding of complex admission requirements and admission policies in responding appropriately to inquiries.Responds to the unique needs of equity-seeking groups (including prospective female and aboriginal students) seeking admission.Organizes and attends annual engineering community outreach events, such as the School of Engineering Open House, Experience UBC, and Destination UBC. Responsible for full event management including student staff and volunteers.Recruitment and Admissions TargetsCollaborates with faculty, internal and external stakeholders to execute a strategic plan that identifies and leverages opportunities for recruitment in support of the enrolment goals of the School of Engineering.Researches and analyzes the recruitment efforts carried out by competitor schools and develops tactics to meet the strategic goals.Works with the undergraduate student outreach programs (like Geering Up, GoENG Girl) to ensure their goals are aligned with the faculty strategic goals and ensure the outreach and recruitment efforts are complementary to the overall faculty’s vision.Continually evaluates and assesses the effectiveness of recruitment strategies to ensure target recruitment numbers are met. Evaluation includes post-recruitment event or trip reports, analysis of enrolment data of previous years, and researching marketing and recruitment trends.First point of contact for community engagement inquiries.Identifying engineering undergraduate student leaders and design teams to assist in outreach activities.May supervise student employees.Develops and manages events involving external partners, staff and faculty.Facilitates the development of a strong student community for underrepresented student populations and provides opportunities for all students to thrive and connect with peers in the faculty.Responsible for outreach to high school students with a special focus on grade eleven and twelve students. Including:Develops and delivers presentations for workshops, public information sessions, and special events (on- and off-campus) to promote the faculty’s engineering programs.Represents the faculty at high schools, colleges, and recruitment fairs, and at student information events both on and off campus. This requires in-depth knowledge of the engineering programs as well as the University’s admission procedures, policies and services.Communicates and interprets University and School policies to prospective students on issues related to admissions, specific program requirements, course selection and transfer credits and provides advice regarding awards and scholarships, and financial assistance, transition to UBC, and academic planning via one-on-one appointments, telephone and email.Manages the preparation of written and multimedia materials (e.g. brochures, power point presentations, web info) for recruitment and informational purposes in consultation with APSC communications team.Builds relationships and conducts appropriate follow-up with contacts made with schools, organizations, government agencies, universities, students and counselors during recruitment visits.Works in collaboration with the University’s central prospective student marketing, communications and social media team and advises and contributes to the development and distribution of promotional materials to prospective students, parents and counsellors, ensuring accuracy of information and effectiveness to target audiences.Reviews and updates prospective and incoming student content on the website.Performs other tasks related to undergraduate student recruitment identified by the Project Manager, Projects and Strategy, the Director, Marketing, Communications and Recruitment, the Associate Director, Programs, and the Associate Director, Kaizen.Provides prospective students with information regarding transfer programs.Oversees the CRM system for undergraduate engineering prospective students and contacts, maintaining a comprehensive database to track prospective international and domestic and flag outstanding students. Maintains databases of school contacts and individual/family contacts.Drafts correspondence for dean and associate dean to recruit outstanding students.Meet, follow-up, and correspond with prospective students and parents. Transition ManagementPerforms transfer credit assessments and communicates to students.Supports registration for transfer students with registration advice and appropriate referrals.Conducts site visits to key partner institutions to meet incoming transfer students (Engineering Transfer Program institutions, Vantage College, Camosun College, Okanagan College).Maintains relationships with key contacts at transfer institutions to promote and facilitate Engineering Transfer Programs and other alternative admissions pathways.Attends Committee meetings, takes minutes, and facilitates decisions made by the committeeConsequence of Error/JudgementRequires a thorough knowledge of the policies and procedures of the University and the Faculty of Applied Science and the School of Engineering. Misinterpretation of the University or Faculty policies and/or providing incomplete or inaccurate information to students can adversely impact UBC’s ability to recruit students and on students’ ability to achieve their academic and professional goals. This position exercises considerable judgement and must demonstrate tact and discretion. Consequence of error is high and poor judgment and/ or lack of cross-cultural sensitivity would compromise the integrity of the Engineering programs as well as jeopardize the reputation of the Faculty of Applied Science and the University of British Columbia. Not considering the intercultural aspects of communication with and commitment to students can adversely affect the incumbent’s ability to function in a culturally diverse environment and may impact the recruitment and retention of students.Supervision ReceivedThis position works independently under the direction of the Project Manager, Projects and Strategy and with direction from the Associate Director, Programs and Associate Director, Kaizen. Supervision GivenMay be responsible for hiring and supervising student employees and volunteers.Minimum QualificationsUndergraduate degree in a relevant discipline. Minimum of one to two years of related experience, or an equivalent combination of education and experienceWillingness to respect diverse perspectives, including perspectives in conflict with one’s ownDemonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusionPreferred QualificationsKnowledge of the University’s and Faculty’s undergraduate programs, admission criteria, student services and student life preferredAbility and willingness to travel domestically and internationallyExperience in public relations, student advising and/or special event/program planningRelevant experience working with faculty, staff and students in a post-secondary institution, preferably in a recruitment or marketing roleFamiliarity with the educational system both at secondary and post-secondary levels would be an assetExperience in designing, developing, implementing and evaluating a recruitment strategyAbility to develop and deliver effective presentations and workshopsTactful and articulate when dealing with faculty, staff, and students in a multi-cultural contextUnderstanding of the Indigenous culture and barriers to education would be an assetExceptional oral and written communication, time management, and organizational skillsAbility to work effectively independently and in a team environmentAbility to make thoughtful, informed, and sound decisionsThis position’s primary work location will be at the Okanagan Campus and occasional international and domestic travel may be required. Evening and weekend work may be required.