Undergraduate Admissions Coordinator

Job Title
Undergraduate Admissions Coordinator

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Student Info Support 4 (Gr8)

Job Family Group
Staff - Union

Department
Student Service Undergraduate and Certificate Programs | School of Nursing | Faculty of Applied Science

Compensation Range
$5,027.00 - $5,413.00 CAD Monthly

Job End Date
April 30, 2027

Posting End Date
November 8, 2026
Note: Applications will be accepted until 11:59 PM on the Posting End Date.

This is a leave replacement for a fixed term duration. 

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 Description Summary

This position works collaboratively with units both within and external to the School of Nursing to oversee the daily operations and processes of moving from prospective student, to applicant, to registered student in the Bachelor of Science in Nursing (BSN) Program.

This position has the primary responsibility for admission of students to the undergraduate (BSN) program. Works closely with academic and administrative staff in the SoN, liaises with University admissions services and communicates directly with applicants. The Undergraduate Admissions Coordinator participates in activities that provide information to applicants and current students with regards to the admissions requirements of the BSN Program. This varied role requires the exercise of independent judgement and initiative, strong administrative and excellent interpersonal skills.

Organizational Status

The School of Nursing operates as an independent unit within the Faculty of Applied Science and prepares graduates for direct entry to nursing practice. As a degree-granting program for a distinct health profession, the undergraduate program is responsible for its own admissions and selections process, and must be consistent with preparatory, regulatory and certification guidelines specified by the College of Registered Nurses of BC.

The position reports to the Manager, Student Services and receives functional direction and operational supervision from the Associate Director, Undergraduate Program. Works in coordination with the Graduate Programs Officer, and with other staff in the Student Services and the Administrative Office of the School. Liaises with School of Nursing faculty. Interacts with units within UBC Enrolment Services, as well as with other UBC academic units.

Work Performed

1. Coordinates BSN admission and selection processes for prospective domestic and international students and ensures they are in line with BSN Program strategic priorities.

2. Administers work flow of BSN Admissions, coordinating work processes, establishing work schedules and priorities, and resolving complex admission issues.

3. Serves as the contact person for undergraduate admissions via in person, telephone, email and mail and responds to a variety of written, email, and oral inquiries from prospective students with respect to their educational plans and admissibility to the BSN program. Supports communication of admissions decisions to applicants as well as processes admissions-related requests, such as appeals, degree transfers, course exemption, transfer credit assessments, etc.

4. Applies knowledge and understanding of complex admission / program requirements and policies in making appropriate responses, and offers advice based on individual student circumstances ranging from fairly straight-forward to extremely complex.

5. Creates, maintains, and evaluates the Undergraduate Admissions Database of applicant profiles, information, admission rankings and decisions.

6. Determines the admissibility of all BSN specific prerequisites for each applicant against established program standards; also includes collaborating with identified faculty to facilitate the Prior Learning Assessment Review (PLAR) for human anatomy and physiology courses, and advises applicants of PLAR process and decisions.

7. Manages the selection, training, evaluation and termination of Graduate Assistants hired to review and evaluate supplemental applications.

8. Identifies extremely complex applications that fall outside established admission policy and refers to the Associate Director, Undergraduate Program for evaluation and decision.

9. Provides knowledgeable and high quality customer service to prospective students and when appropriate, their families, Counsellors, Enrolment Service Professionals and other members of the University community.

10. Refers students and applicants to Enrolment Services for aspects of UBC student services including but not limited to housing, financial assistance, extracurricular activities, access and diversity, and counselling.

11. 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 SoN protocols and procedures.

12. Analyzes and prepares reports summarizing complex information and admissions data to inform program priorities, reporting requirements, Senate Admissions Committee and other bodies as appropriate.

13. Assists the BSN Program and Undergraduate Programs Committee by conducting research to stay knowledgeable about educational systems within Canada and abroad and assisting in the conduction of research in support of policy proposals and prepares preliminary drafts of policy change proposals.

14. Identifies process and procedural challenges and contributes to finding efficiencies and improvements.

15. Participates in and when appropriate takes a lead coordination role in projects and initiatives aimed at updating and improving admissions policies, practices and systems.

16. Conducts cyclical reviews of BSN Program Application information hosted by UBC Undergraduate Admissions, updating / revising / streamlining as appropriate to keep in line with School of Nursing admissions priorities and curriculum changes.

17. Develops and contributes to the content of letters, Calendars, websites and other communication materials to ensure applicants receive accurate information with respect to program requirements and admission to the BSN Program.

18. Participates as a member of the Student Services team in planning and implementing student orientation and transition events and services for prospective and admitted students. This includes the collection and processing of post-acceptance admissions requirements.

19. Is fully informed on all University Senate regulations, policies and proposed amendments as they affect undergraduate admissions policy.

20. Develops and delivers presentations on various aspects of admissions to various audiences including prospective students, faculty, and staff.

21. Performs other related duties as required.

Consequence of Error/Judgement

Works independently under general direction. Ineffective management of undergraduate admissions activity reflects poorly on the School. Incorrect advice to prospective students could have an adverse effect on the reputation of the Faculty and University. Exercises judgment based on knowledge of procedures, guidelines and regulations and makes decisions based on guidelines and precedents. Accuracy of information given and records kept is very important as error would affect the admissibility and/or progression of students in the programs. Admissions coordinators are fully accountable to providing advising information to applicants. These services are not routinely subject to confirmation and are legally binding upon the University. Admission decisions can affect the life and the livelihood of the applicant and an incorrect communication of a decision could tarnish the reputation of the University and School of Nursing.

Supervision Received

The incumbent reports to the Manager, Student Services, is expected to exercise independent judgment and initiative, and receives functional direction and operational supervision from the Associate Director, Undergraduate Program.

Works with minimal supervision. Receives very general direction on new assignments. Has authority and is expected to act within, established policies and procedures. Extremely unusual matters, technical problems, and any issues which fall outside policies and procedures are referred to Manager, Student Services and BSN Program Leadership / Associate Director, Undergraduate Programs.

Supervision Given

Supervises the work of any members of the student services team or any temporary administrative staff contracted to assist with creation, maintenance, and processing of admissions files. Supervises the work of any student leaders / student volunteers participating in BSN Information Sessions.

Assists with the training of new staff as well as develop and update reference materials. Participate and facilitate small work teams. Oversee the work of student assistants or new staff as required.

Minimum Qualifications

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

High School graduation and two year post-secondary diploma and4 years related experience or the equivalent combination of education and experience.Advanced training in office procedures and practices. Training and experience with post-secondary admissions and an ability to interpret and apply admissions policy in a consistent, fair, and flexible manner. Excellent working knowledge of MSWord; Excel, Outlook as well as Internet navigation tools;Effective oral and written communication, interpersonal and organizational skills;
Excellent oral and written communication skills with proficiency in the use of English grammar, spelling, and punctuation;Proven multi-tasking skills; ability to work calmly and under pressure of critical deadlines or heavy volumes during peak periods; and to work accurately, paying attention to details, with frequent interruptions; Ability to prioritize and use good judgment to resolve problems, and to accept responsibility. Proven organizational and time-management skills; Capacity for self-direction to plan and execute workflow independently;Ability to exercise tact and discretion and to communicate effectively and tactfully with others in obtaining and giving information; Strong task planning and time management skills;Ability to work independently and in a team environment;Minimum typing speed of 60 wpm; take, transcribe and edit minutes;Ability to operate a normal range of office equipment;Demonstrated knowledge of Student Information Services Centre (SISC) System; Accounting experience an asset.