Coordinator, Admissions and Records

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level A

Job Title

Coordinator, Admissions and Records

Department

Student Academic Services | Dean's Office, Faculty of Graduate and Postdoctoral Studies

Compensation Range

$5,791.00 - $8,323.42 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

December 3, 2024

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

Job End Date

Nov 30, 2025

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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 Coordinator, Admissions and Records assists in overseeing a range of admissions, records and graduation administrative processes in the Faculty of Graduate and Postdoctoral Studies (G+PS) in support of approximately 9,000 graduate students from over 140 programs across UBC. The Coordinator will work with G+PS leadership and key partners during the Student Completion project to support the continued transition to Workday Student and related systems. This will include overseeing the rollout of new Student Completion work packages, data and process cleanup following IRP, Workday product release catchup and development and streamlining of workarounds to account for high-priority gaps that impact the graduate community. This position will also provide direction on Workday functionality and capabilities that have been delivered but have not yet been used in the academic cycle.

Organizational Status
The Coordinator, Admissions and Records position reports to the Director, Academic Support. They act as an initial point of contact and play a coordinating role in responding to inquiries from G+PS colleagues, Department Heads, Graduate Advisors, and Graduate Program Officers and students related to Workday and Integrated Student Completion. The Coordinator will help build capacity within G+PS to ensure continued adoption of Workday Student and related systems, both internally and throughout the larger graduate community. They liaise with UBC stakeholders including Enrolment Services, the Integrated Service Centre and IRP. Within G&PS the position independently communicates and works with the Academic Support Management team, including Academic Support Managers, Associate Directors of Student Academic Services, Systems & Data Analyst, Awards staff, and Doctoral Examinations staff.

Work Performed

Workday Student Coordination: 70%
- Reviews and corrects student records: identifies/collates problems related to student records issues, collaborates with the Data Analyst, Business Analyst, SMEs and technical teams on defining scope and root causes, submits and monitors tickets, interacts with relevant other offices and ISC to propose solutions, and actions cleanup on academic records from the business perspective.
- Develops new business processes: works collaboratively with the Business Analyst, Data Analyst and technical teams to investigate and analyze workflows, brainstorms solutions or workarounds, and supports communication to the larger graduate community in a range of functional areas: Admissions, Learner Management, Enrolment, Learner Financial Management, Registration, Progression and Data/Reporting.
- Provides reactive and proactive support for the grad community: triages and responds to questions, problems and concerns, with the aim of reducing errors and delays that impact students’ experiences at UBC.
- Works with ISC and Sustainment TCM as G+PS SME: works collaboratively with the Business Analyst and Community Engagement, Support and Training Manager to update and revise instructional resources and training material to suit graduate needs, including reviewing and clarifying content developed for undergrad audiences and building out content for all capabilities not yet delivered or with workarounds.
- Works closely with the Workday LTL (Local Transition Lead) as the initial point of contact for the Academic Support team; triaging questions, directing to resources, and escalating concerns to the LTL as necessary.
- Works with Data Analyst on design and review of reports, analysis of data, and decision-making on unusual situations related