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Admissions Coordinator

2 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Student Info Support 4 (Gr8)

Job Title

Admissions Coordinator

Department

Admissions Support | Dentistry Dean's Office | Faculty of Dentistry

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

June 11, 2025

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

Job End Date

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

This position works collaboratively with units both within and external to the Faculty of Dentistry to oversee the daily operations and processes of moving from prospective student, to applicant, to registered student for all Faculty of Dentistry undergraduate, graduate & postgraduate programs - Dental Hygiene Degree, Doctor of Dental Medicine, Graduate Research & Clinical Specialties, Residencies, Specialty Qualifying Programs, and International Dental Degree Completion Program. This position has the primary responsibility for admission of students to all Faculty of Dentistry programs. Works closely with academic and administrative staff in the Faculty of Dentistry, liaises with University admissions services and the Workday Student support team, and communicates directly with applicants.

The Admissions Coordinator participates in activities that provide information to applicants and current students with regard to the admissions requirements of all Faculty of Dentistry programs. This varied role requires the exercise of independent judgment and initiative, strong administrative and excellent interpersonal skills.

Organizational Status
The Doctor of Dental Medicine, General Practice Residency, Oral Medicine and Oral Pathology, and Dental Specialty Assessment and Training Programs are responsible for their own admissions and selections processes. This position reports to the Manager, Admissions and receives functional direction and operational supervision from the Director/ AD of Admissions and Student Affairs. Liaises with Faculty of Dentistry faculty. Interacts with units within UBC Enrolment Services, as well as the Faculty of Graduate and Postdoctoral Studies. Works in coordination with Admissions Committee Chairs. This position oversees and assigns tasks to Work Learn students.

Work Performed
- Coordinates admission and selection processes for prospective domestic and international students and ensures they are in line with strategic priorities with the corresponding program.
- Administers work flow of admissions, assessments, coordinating work processes, establishing work schedules and priorities, and resolving complex admission issues while competing deadlines for the Faculty of Dentistry’s various programs are in place.
- Provides referral and detailed factual information to applicants, students and the general public. Actively listens and probes for information to clarify complex requests.
- Facilitates communication of admissions decisions to applicants as well as processes admissions-related requests, such as course exemption.
- Applies knowledge and understanding of complex admission / program requirements and policies in making appropriate responses.
- Maintains various admissions systems, such as the Student Information System (SIS), the University Graduate Admissions System (eVision), American Dental Education Association Associated American Dental Schools Application Service (ADEA AADSAS), the Faculty of Dentistry online portal, the Admissions Administrative Portal (AAP) and Workday Student. Evaluates applicant profiles, information, admission rankings and decisions via these systems.
- Determines the admissibility of Doctor of Dental Medicine Program and Dental Hygiene Degree Completion Program specific prerequisites for each applicant against established program criteria, procedures and standards. Determines the admissibility of graduate program applicants prior to the submission of recommendations to the Faculty of Graduate + Postdoctoral Studies.
- Provides knowledgeable and high quality customer service to prospective students.
- Captures and manages information about sensitive admissions advisory interactions with applicants using best practices and sound knowledge of applicable privacy policy and legislation and in accordance with Faculty of Dentistry protocols and procedures.
- Refers applicants to enrolment services for aspects of UBC and Dentistry student services including but not limited to housing, financial assistance, extracurricular activities, access and diversity, and counselling.
- Analyzes and prepares reports summarizing complex information and admissions data to inform program priorities, reportin