Admissions & Awards Coordinator

Staff – Non Union

Job Category
M&P – AAPS

Job Profile
AAPS Salaried – Student Management, Level A

Job Title
Admissions & Awards Coordinator

Department
UBCO Support Admissions and Awards Enrolment Services

Compensation Range
$5,209.17 – $7,485.33 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
April 2, 2024

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

Job End Date

Sept 26, 2025

Job Description Summary
The Admissions and Awards Coordinator manages financial assistance and awards programs and ensures the successful delivery of program funding to eligible students. This position also participates in outreach activities to support the UBC Okanagan campus community, acts as a key point of contact for Associate Deans, Scholarship Chairs and other campus administrators, and may report on award disbursements and program utilization, trends, and issues.
The Coordinator supports the University s enrolment management objectives by assisting with the compiling and analyzing of application, admissions, awards and registration data at key times. The Coordinator acts as a resource for undergraduate applicants, faculty, and staff, and ensures that applications are processed and evaluated efficiently. In all these responsibilities, the Coordinator assists with communication regularly to students, faculty and staff in related departments to fulfill the objective of providing exceptional service to students and applicants.
Organizational Status
The position reports directly to the Associate Director, Admissions and Awards and contributes to the development of processes and policies within the unit. Works collaboratively with many members of the Okanagan Enrolment Services team and with staff in most divisions in Enrolment Services at the UBC Okanagan and Vancouver campuses. The Coordinator communicates frequently with faculty and staff from other units, providing subject matter expertise and training.
Work Performed
Program Management for financial award programs
– Reviews, analyzes and determines award values for various award accounts.
– Manages student award and financial programs, including planning, implementation and evaluation of program objectives and success in alignment to University and department goals.
– Coordinates the annual award renewals process and ensures that renewals are accurately processed on student records in a timely manner for the upcoming year.
– Responsible for ensuring unassigned awards are monitored and works closely with Faculties to ensure the timely annual assignment of the donor funding awarded to their disciplines.
– Creates resource information to the UBC Okanagan campus community, prospective students and external parties.
Coordinates the Okanagan bursary program
– Works closely and maintains strong, positive relationships with Vancouver Enrolment Services colleagues in the management and delivery of the bursary program.
– Consistently and correctly applies and interprets Policy 72 in the review of student records and development of communication and training materials.
-Manages bursary-related questions and issues as they arise.
– Conducts audit of bursary program and recommends decisions regarding final outcomes.
– Advises staff and students regarding bursary appeals to ensure clear and transparent communication of the audit and decision process.
Reporting and Process Management
– Gathers, analyzes and effectively reports undergraduate admission and award related data as requested. Requests can be received from a variety of sources and for a number of different purposes and the Coordinator must determine the appropriateness for the release of this information with the University policies of information security and access and FIPPA.
– May act as a point of contact for policy, process and systems changes related to the articulation, evaluation and data management of transfer credit.
Applicant & Student Support:
– Provides advice to students (and others as authorized by the student under applicable policy and legislation) on financial planning such as scholarships, bursaries, student loans, student bank loans and student lines of credit and making the maximum use of available student financial programs and other supports. Advises students concerning student loan appeals and reassessments.
– Evaluates exceptional cases and recommends monetary assistance in the form of emergency funding and UBC advances for students with exceptional circumstances.
– Provides knowledgeable and high quality customer service to prospective students and when appropriate, to their families, counsellors, faculties, and other members of the University community on all matters relating to undergraduate admission.
– Acts as an admissions resource to UBC faculty and staff and works collaboratively to ensure that admissions procedures adhere to University policy and faculty requirements. Discerns when requests fall outside best practices or policy and recommends alternatives.
– Evaluates applicants personal profiles as part of the University s broad-based admission process.
– Provides general admission support and acts as a campus resource for admission appeals and off-cycle, late and mature student applications. Liaises with key faculty contacts regarding these cases.
Performs other related duties as required.
Consequence of Error/Judgement

Work performed by Enrolment Services is critical to the success of the University and its ability to deliver on the goals articulated in UBC s strategic plan. The Coordinator plays a key role within Enrolment Services. This position is responsible for delivering critical services to students and to faculties. These services are central to students gaining admission at a UBC, obtaining appropriate financial assistance throughout their education and obtaining any financial awards for which they may qualify. Errors in judgment, poor advising, and/or inconsistency in decision-making could have significant negative financial, academic and/or personal consequences for students. Consequences could include applicants being unjustly denied admission, applicants being admitted when not properly qualified, students being denied loans and awards causing extreme financial hardship and possibly withdrawal from the University, students having loan eligibility issues requiring funding claw backs, students missing opportunities for awards and bursaries. Errors committed by the Coordinator could also compromise the University s ability to meet its enrolment and student retention targets program causing financial shortfalls and unplanned expenses. Decisions are not routinely subject to confirmation and are legally binding upon the University. These negative consequences could damage the relationship between the University and its students. The reputation of Enrolment Services, the University and/or of its faculties among community stakeholders could be adversely affected. There is a potential for litigation if consequences are perceived as significant.
Supervision Received
Works under general supervision of the Associate Director, Admissions and Awards.
Supervision Given
This position does not supervise staff.
Preferred Qualifications
Undergraduate degree in a relevant discipline.Experience in student services, student development, admissions or a related field is preferred.Minimum of one to two years of related experience or the equivalent combination of education and experience.Knowledge of student financial planning including scholarships, bursaries, student loans, student bank loans and student lines of credit would be an asset. Ability to comprehend and communicate admission requirements and eligibility rules and criteria for a number of award programs. Ability to work independently. Excellent oral and written communication, interpersonal, organizational and problem-solving skills. Ability to work under pressure and meet critical deadlines. Ability to set and maintain priorities, to adapt and be flexible when addressing changing priorities. Proven ability to deal with colleagues and the public effectively. Experience in an academic or medium-sized office setting with complex systems and highly variable responsibilities is an asset. Excellent personal computer skills including Microsoft Office programs. Proven ability for problem identification and problem solving, analytical skills and attention to detail are essential.