Admissions Advisor, Indigenous Applicants

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Posting End Date

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

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
The Admissions Advisor, Indigenous Applicants is responsible for the implementation of UBC's comprehensive undergraduate admission policies and processes to optimize the enrolment of Indigenous applicants in alignment with the goals of the Indigenous Strategic Plan. The Admissions Advisor, Indigenous Applicants, works collaboratively with units both within and external to Enrolment Services to ensure that Indigenous learners navigate from prospective student, to applicant, through the UBC admissions process, to registered UBC student in a smooth, coordinated, and culturally supportive manner. The Admissions Advisor is responsible for the assessment of secondary and post-secondary applications from Indigenous applicants to UBC (both campuses) who present diverse academic histories of curricula from within Canada and abroad. The Admissions Advisor must exercise independent judgment while remaining in alignment with Senate-mandated admission policies and principles of practice (UBC's Principles of Effective Undergraduate Admission), the University's Indigenous Strategic Plan, UBC Okanagan's Declaration of Truth and Reconciliation Commitments, and Inclusion Action Plan.

Organizational Status
The Admissions Advisor, Indigenous Applicants reports to the Associate Director, Undergraduate Admissions and has a dotted line report to the Associate Director, Strategic Indigenous Enrolment Initiatives. Their work is supervised on a day to day basis by the Associate Director, Undergraduate Admissions. The Admissions Advisor, Indigenous Applicants works collaboratively with colleagues from other units within Enrolment Services on on-going initiatives such as recruiting and advising as well as on projects when required, and liaises with senior administrators within the Faculties and within other units across both campuses to ensure accurate, expeditious processing of admissions applications from Indigenous learners.

Work Performed

Evaluate Admissibility and Transfer Credit

• Conducts a comprehensive applicant assessment (academic and non-academic) to determine admissibility for degree programs on both UBC campuses. Is fully informed on all University Senate regulations, policies and proposed amendments as they affect undergraduate admissions policy, with particular attention to admissions policies specific to Indigenous and BC Youth in Care applicants.

• Analyzes Canadian and International educational documents presented by Indigenous applicants, to render academic assessments, appropriate year-of-study placement, and assignment of transfer credit.

• Conducts qualitative evaluations of applicant Personal Profiles to assess non-academic variables.

• Integrates an applicant's academic and non-academic assessments, and presenting school and curriculum in relation to the intended area of study to render a judgment-based comprehensive admission decision. Applies complex evaluation criteria and independent judgment to render admissions decisions that support student success and align with UBC's Aboriginal Admissions Policy, other Senate-mandated admission policies, and principles of practice (UBC's Principles of Effective Undergraduate Admission).

• Uses sound judgement and analysis in discretionary cases to determine admissibility. Consults with Admissions Advisors regularly, and with Admissions Leadership team, senior administration in Enrolment Services, Faculty administrators/leadership, and/or departments on more complex cases.

• Assesses an applicant's holistic record in order to proactively make an alternate offer of admission (i.e. an offer of admission to a program that the applicant did not apply to) that aligns with both the applicant's educational goals and the institution's enrolment goals.

• Continuously conducts research to stay knowledgeable about educational systems within Canada and abroad. Stays well versed on the variety of reference materials available in print, online, and through professional development workshops and conferences such that currency of knowledge is maintained. Independent reading of reference materials is required.

• Works collaboratively with UBC Faculties to ensure that admissions procedures reflect the University admissions policy and Faculty preferences. Discerns when Faculty requests fall outside Admissions best practices or policies and advises Faculties regarding options.

• Works cooperatively with members of the university community to assist in assessing credentials and program of study for a variety of purposes, including partnership and exchange programs, scholarships, and awards.

• Evaluates courses taken at other post-secondary institutions to ensure that students receive timely and accurate transfer credit for new or modified courses. Works with Faculties to ensure accuracy when appropriate.

• Updates and maintains complex transfer tables to store all transfer credit decisions.

• Effectively prioritizes work to successfully manage high volumes of evaluations throughout the entire calendar year.

Advise Prospective Indigenous Students and Applicants

• In various settings (In-person/virtual, recruitment events on- and off-campus, counsellor events, etc.) advises prospective Indigenous learners, and where appropriate, parents/family members and/or community supports/advocates, staff, educators, and the general public about current admission requirements, changing policies, prerequisite studies, transfer credit, and educational options as they relate to applications for admission. Recruitment events require effective, professional public speaking in front of large or small audiences.

• Advise prospective students on all aspects of admission. Applies knowledge and understanding of complex admission/program requirements and policies in making appropriate responses, and offers advice based on individual assessment of each situation including attendance at another institution before transferring to UBC. Tailors comments and advice to individual student circumstances ranging from fairly straight-forward to extremely complex.

• Communicates complex admission policies and procedures to prospective Indigenous applicants in Canada. Provides supportive advising that informs educational choices and influences student decision-making.

• Provides comprehensive support to assist Indigenous applicants in submitting all required materials to complete their application.

• Investigates and resolves complex, often sensitive, problems relating to admissibility, recognition of prior education and institutions previously attended, availability of transcripts, and complex University regulations. This includes properly supporting Indigenous applicants who have been denied admission to UBC and helping to create an individual action plan towards an alternate educational pathway to UBC. Explains in detail the reasons the application was not successful to applicants and supports the Undergraduate Admission Appeal process.

• Advises applicants of unfavourable decisions and provides advising on alternative academic opportunities and how to better prepare for future consideration for admission to UBC. Explains in detail the reasons the application was not successful to applicants, counsellors, and when appropriate, parents.

Provides Expertise to Admissions Office, University Community and beyond

• Works collaboratively with Admissions staff towards optimizing the enrolment of Indigenous applicants in alignment with Admissions goals and those of the Indigenous Strategic Plan. Develops business practices designed to facilitate admission for qualified applicants within the applicant group. Leads small teams as needed, ensuring the smooth functioning of the team including conducting effective team meetings, motivating team members, persuading members to try new approaches, reviewing statistics and other data to track progress towards goals, and adjusting priorities and work allocations of team members as goals change or are refined.

• Works cooperatively with members of the university community to assist in assessing credentials and program of study for a variety of purposes, including partnership and pathway programs, scholarships, and awards.

• Contributes to the evolution of the admissions portions of the technological systems used in support of Admissions, actively suggesting new fields, reports, search capability, and data management.

• Provides training and workshops for faculty and staff. Instructs staff across campus on use of admissions technology. Instructs staff and faculty on how to interpret and use admissions data. Listens to and understands the needs of Faculties with respect to connecting with their applicant pools and supports the use of the admissions technology for their purposes.

• Provide workshops on admissions issues for faculty and staff.

• Develops and delivers presentations on various aspects of admissions to various audiences including prospective students, counsellors, faculty, staff and external audiences including colleagues from other institutions both nationally and internationally (conferences), government, and others.

• Liaises with Faculties and other units within Enrolment Services to coordinate and support University events that relate to Enrolment Services.

• Contributes to the content of communication materials in order to ensure that Indigenous learners receive accurate and culturally appropriate information with respect to admission to UBC. Recommends changes to website(s) as appropriate.

• Contributes to the development and maintenance of Admission database systems, applications and admission tools. Contributes to on-line training tools to ensure that procedures are in line with Aboriginal Admissions Policy.

• Reviews and recommends changes to admission procedures employed in Undergraduate Admissions in order to support the Unit's goal of processing applications and rendering expeditious decisions for Indigenous applicants in an efficient and accurate manner.

Reviews Policy and Drafts proposals for Policy Change

• Establishes and maintains thorough knowledge and comprehension of all UBC policies directly or indirectly related to admissions policy.

• Reviews admission criteria to ensure consistency with UBC's mission statement, academic objectives, and organizational strategies.

• Interprets University and Faculty policies and procedures and provides guidance and interpretation of same to students, counsellors, and staff

• Conducts research in support of policy proposals and prepares preliminary drafts of policy change proposals.

• Conducts research on credentials from various countries in support of policy change. Summarizes complex information in concise documents and presentations for Senate Admissions Committee and other bodies as appropriate.

• Applies University policies regarding assessment of admissibility for undergraduate programs in an accurate, fair, and flexible manner.

Performs other related duties as required.

Consequence of Error/Judgement
Admission Advisors are fully accountable for their evaluation decisions and advising services provided to applicants. These decisions and services are not routinely subject to confirmation and are legally binding upon the University. Advising decisions routinely influence major decisions regarding one's educational career, often with significant financial implications. Admission decisions can affect the life and the livelihood of the applicant and an incorrect decision could tarnish the reputation of the University.

Supervision Received

Reports to and works under the general direction of the Associate Director, Undergraduate Admissions and the Associate Director, Strategic Indigenous Enrolment Initiatives Admissions. Receives occasional guidance and direction from Associate Registrar & Director, Undergraduate Admissions and Student Recruitment.

Works with minimal supervision. Receives very general direction on new assignments. Has authority and is expected to act within, and somewhat beyond, established policies and procedures. Extremely unusual matters, technical problems, and any issues which fall outside policies and procedures are referred to senior staff.

Supervision Given
Assists with the training of new staff, including providing one-on-one training in procedures and development and periodic updating of training and reference materials. Can be called upon to act as the leader of a small work-team comprised of clerical staff and other staff members. Occasionally may oversee the work of student assistants or new staff as required.

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

• Undergraduate degree in a relevant discipline.

• Minimum of three to four years of related experience or the equivalent combination of education and experience.

• Experience with credential assessment methodology and educational systems from within Canada and around the world.

• Training and experience with post-secondary admissions and an ability to interpret and apply admissions policy in a consistent, fair, and flexible manner.

• Experience working with Indigenous students and applicants in a university setting is also valuable. Preference for individuals with lived experience in or with the Indigenous community.
  Demonstrated experience in project management, research and report writing, and managing in a team environment.

• Excellent oral and written communication skills
  Ability to make professional, high-quality presentations to large audiences - Ability to effectively lead teams
  Ability to work independently with little direction and be accountable for individual achievements and the results of the team

• Excellent judgment and interpersonal skills are a must.

• Excellent customer service skills and attitude required; friendly, respectful, accurate and responsive.

• Proficient in the calculation of admission averages and numerate.

• Ability to work independently and effectively in a high-volume office bound by University deadlines.
  Must be tactful and articulate in dealing with faculty, staff, and students in a multi-cultural context.
  Demonstrated research and analytical skills - Technically proficient in using computer software applications and operating and maintaining databases.

• Must hold a valid BC driver's license.