Manager, Recruitment & Admissions Operations
The University of British Columbia
Vancouver - Point Grey Campus
5d ago

Job Summary

The Robert H. Lee (RHL) Graduate School at the Sauder School of Business consists of a full-time staff complement of approximately 40 M&P and CUPE staff members in two locations.

The RHL Graduate School manages all aspects of professional graduate business programs including recruiting, admissions, awards / scholarships, academic services / support, international opportunities, academic policies, graduation approvals, disciplinary incidents, and program scheduling.

UBC Sauder's Robert H. Lee Graduate School delivers all aspects of a portfolio of six distinct professional graduate degrees in business, independent of Graduate + Postdoctoral Studies.

The MBA and specialized Masters programs operate within a highly competitive international market; we compete for top Canadian and international students against highly-

ranked global schools. This competitive environment, combined with high student expectations, demands exceptional service levels.

With a strategic and holistic view, the professional management team regularly reviews, adapts and delivers on hte value proposition, positioning, recruiting methods, academic content, cultural / social programming, co-

curricular activities and career services. Within this complex environment, the team works closely with multiple and distinct stakeholders -

faculty, staff, students, business community and alumni - to remain competitive through the delivery of an exceptional student experience.

The grad school compete with leading business schools around the world by delivering an outstanding academic experience supported by a strong service culture and effective operational management.

This high level of competition is not seen in other areas and therefore the business school operates at a fast paced and dynamic environment no other other faculty.

The grad school focuses significantly on building relationships with Alumni and continuously ensures the global network of students grows.

The RHL Grad School focuses on active recruitment from a wide variety of international and domestic locations to offer a unique student demographic population.

The last decade has seen significant renewal for the UBC Sauder, including the creation of the RHL Graduate School entity.

Moving forward in a competitive landscape of business schools around the world, we are placing special emphasis on the student experience, a strong service culture and growth of programs through enhanced global recognition and impact. Organizational Status

The Manager, Recruitment & Admissions Operations is a leadership position responsible for the development and implementation of admissions policies, processes and systems designed to attract applicants and yield high-

caliber students to UBC Sauder's professional graduate degree programs. These programs are critical to UBC Sauder's reputation, resource generation and success.

  • This position is also responsible for the development, implementation, and assessment of recruitment strategies; design and execution of recruitment activities in consultation with the Director and Managers of Recruitment & Admissions;
  • the ongoing support of recruitment activities with the assistance of the Recruitment & Admissions Assistants. The position is directly tied to annual revenue generation for UBC. Work Performed

    Management of Admissions

    a) Manages the daily operations and human resources of the admissions and recruitment support team, ensuring smooth daily operations and outstanding customer service to applicants and internal stakeholders.

    The team includes support staff and part-time admissions file evaluators and students. Responsible for improving the functioning of the admissions process and managing different projects / initiatives as required.

    Ensures that the RHL admissions team uses industry best practices in processing files and ensures that the privacy of applicants is protected.

    b) Responsible for managing the processing and evaluation of applications including analyzing admissions data, setting team priorities for the processing and evaluation of applications, motivating the team members to achieve goals, managing admissions committees and facilitating timeliness in making admissions decisions.

    c) Ensures consistent application of University policies regarding admission assessment of both domestic and international applicants.

    Is fully informed on all University Senate regulations and policies as they affect admission policy. Develops admissions content for the UBC Calendar, and secures necessary approvals.

  • d) Ensures team of Admissions File Readers handle the scoring of score broad-based applications in a timely, accurate, consistent and fair manner;
  • creates rubrics for use in assessing files. Provides feedback as to the quality of work, and manages distribution of files.

    Predicts annual staffing needs and hires and onboards new Admissions File Readers accordingly.

    e) Provides on-going leadership in the development of admissions systems and reports. Works with external service providers of a purchased admissions software system to ensure the system meets unit needs.

    Recommends and implements modifications to meet operational requirements.

    f) Participates in admissions decisions by reviewing candidate files, interviewing applicants, and participating in admissions committees as needed.

    g) Conducts surveys to understand admitted students' choices to attend school or decline offer of admission; analyzes admissions survey results and prepares admissions summary reports as required for rankings and publications.

    h) Analyzes data to assess the admission criteria suitability, reviews and recommends changes to admission policies, procedures and rubrics in order to achieve goals.

    Makes recommendations and implements improvements to increase yield rates.

    i) Manages substantial scholarship funds for multiple programs; analyzes scholarship data and criteria and makes recommendations regarding effective use of scholarship funds.

    j) Exercises professional judgment in assessing circumstances that require special consideration. Has authority to make decisions that are legally binding on UBC.

    k) Identifies team training requirements and implements training and development sessions where appropriate.

    l) Regularly reviews the organizational structure for the Admissions & Recruitment team; makes recommendations for new staffing requirements, develops new job descriptions as required.

    m) Acts in place of the Director, Recruitment and Admissions in their absence, providing leadership and support to the unit when the Director is away.

    Information Systems

    a) Manages the admissions and CRM systems, working with external vendors, IT Services and central UBC.

    b) Participates in the ongoing development and improvement of admissions and CRM systems, such as new reporting tools and dashboards.

    c) Determines training needs and develops new and ongoing training for entire team of all systems and processes to ensure efficiency and efficacy.

    d) Evaluates, initiates, and responds to external data requests in consultation with the Director and Assistant Dean.

    Student Recruitment

    a) As needed, develops, organizes and conducts large-scale, multi-faceted recruiting events in-person and online. Represents UBC Sauder at recruiting events both locally and nationally.

    This requires in-depth knowledge of the various academic program offerings, admissions policies and procedures, and program services.

    Assesses effectiveness of recruitment activities and makes strategic recommendations for improvement. Actively participates in the development and implementation of student recruitment plans for any new professional graduate degree programs.

    Designs and implements strategic integrated recruitment plans to attract high-calibre applicants to programs and to increase the overall profile programs.

    Researches and selects appropriate companies and organizations at which to conduct visits to deliver informational presentations about the program offerings and to foster relationships for business development opportunities.

    General Duties

    a) Contributes directly to the development of policy and priorities of the unit as a member of the M&P team.

    b) Develops and enhances relations with faculty and staff in numerous campus departments and within UBC Sauder.

    c) Represents UBC Sauder at public functions. Participates on relevant committees at the university or on external organizations that facilitate the goals of the unit.

    d) Assumes responsibility for special projects assigned by Directors, Assistant Deans or the Dean's office.

    Performs other related duties as required. Supervision Received

    Position reports directly to the Director, Recruitment and Admissions; Incumbent may receive guidance from the Assistant Dean, Robert H.

    Lee Graduate School and the Director of the Robert H. Lee Graduate School on specific work projects as assigned. Supervision Given

    Acts as member of the management team within the unit. Directly supervises the unit's clerical staff, Work Learn students and contracted Admissions File Evaluators.

    Hires, trains, develops, terminates and conducts performance appraisals for supervised staff. Delegates, supervises and assesses staff workload and assignments.

    Incumbent may be required to assume supervisory responsibilities for projects that are carried out by others, including faculty, staff, students or alumni volunteers who are not directly supervised by this position.

    Will assume responsibility as acting Director, Recruitment and Admissions in the Director's absence. Consequence of Error / Judgement

    Makes recommendations and decisions regarding the design, management and effective delivery of student recruitment and admissions activities to ensure enrolment objectives are met.

    Inability to work cooperatively with applicants, students, alumni, staff and faculty would jeopardize the effective provision of recruitment activities and admissions services to applicants.

    Poor management of staff or volunteers may lead to inefficiency, discontent or grievances. Poor decision-making or judgment would compromise the integrity of the professional graduate programs as well as jeopardize the reputation of UBC Sauder and UBC.

    The incumbent manages relationships within a multi-cultural and ethnically diverse applicant pool. This position has the complex task of coordinating and balancing the distinct objectives of various stakeholders, often with conflicting interests.

    Decisions must be in line with UBC Sauder's goals and integrate with the vision and direction of UBC.

    Poor decisions will have a long-term negative effect on the marketability of the programs and adversely impact the reputation of UBC Sauder and the RHL Graduate School.

    Errors in judgment and failure to enroll a high-caliber student body may negatively impact the overall image of the school as an institute for superior management educations and / or loss of exceptional students to competitor schools.

    Failure to provide sound decisions could result in a loss of confidence of UBC Sauder and undermine the Dean's efforts to raise the UBC Sauder's global ranking and reputation to ensure sustained access to resources and success in the long run.

    Decision-making is based on a thorough knowledge of the policies and procedures of the UBC and UBC Sauder. The incumbent exercises considerable judgment and must demonstrate tact and discretion.

    Admission decisions greatly affect the life and the livelihood of the applicants and students. An incorrect decision would negatively affect the reputation of UBC.

    Consequence of error is high and poor judgment would compromise the integrity of the programs as well as jeopardize the reputation of UBC Sauder and UBC. Qualifications

    Undergraduate degree in a relevant discipline. Minimum of three to four years of related experience or the equivalent combination of education and experience.

    Administrative experience with demonstrated supervisory abilities of union personnel. Excellent client service attitude.

    Familiarity with the competitive nature of business schools and MBA programs. Extensive training and experience with domestic and international credential assessment for university graduate admissions.

    Experience in marketing and student recruitment in a post-secondary setting. Ability to interpret and apply sophisticated admissions policy in a consistent and equitable manner.

    Experience in analytical work, excellent oral and written communications, judgment and interpersonal skills are a must. Strong organizational and administrative skills to manage complex workloads.

    Ability to exercise tact and diplomacy under stressful situations. Requires an individual who can make decisions independently, is tactful and articulate dealing with faculty, students, alumni and staff.

    Ability to deal with a diversity of people in a calm, courteous, and effective manner. Cross cultural experience an asset.

    This position requires the ability to thrive in a complex, interrelated organizational setting. Technical proficiency in using management computer software is required.

    Domestic and international travel is required. Attendance at some evening and weekend events can be expected. Some overtime can be expected during busy periods.

    Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged.

    We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and / or status as a First Nation, Metis, Inuit, or Indigenous person.

    All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

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