Outreach Coordinator

University of British Columbia


Staff – Non Union

Job Category
M&P – AAPS

Job Profile
AAPS Salaried – Student Management, Level A

Job Title
Outreach Coordinator

Department
Administration Medical Admissions Faculty of Medicine

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
December 14, 2023

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

Job End Date

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

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

Our Vision: To Transform Health for Everyone.

Ranked among the world’s top medical schools with the fifth-largest Doctor of Medicine (MD) enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 11,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

The Doctor of Medicine Admissions Unit- Distributed in four locations: Vancouver, Kelowna, Victoria and Prince George, is responsible for recruiting, administering, adjudicating, assessing, evaluating, selecting and admitting British Columbia’s future physicians. The program receives approximately 3,000 applications for 288 positions, and administers selection through five pathways: General Pathway, MD/PhD Pathway, Northern and Rural Pathway, Indigenous Student Pathway, and Black Student Pathway.

The Outreach Coordinator, MD Admissions is responsible for driving and coordinating outreach and recruitment efforts for the MD Admissions Office in the UBC Faculty of Medicine and supporting the work of both the MD Admissions Indigenous Student Initiative and Black Student Initiative. The incumbent will oversee, direct and coordinate MD Admissions outreach efforts, including staff and student initiatives. The focus of this position will be identifying and supporting applicants from equity deserving groups through the pre-application, application and admissions process. They will contribute to MD Admissions Office evaluation efforts by participating in applicant evaluation and admissions interviews, and assisting or leading special projects and initiatives, as required.

Organizational Status
Reports to the Associate Director, MD Admissions. Receives direction from Indigenous Student Initiatives Manager and Black Student Initiatives Manager; works closely with both on issues related to the recruitment, evaluation and selection of students.  Works closely with unit staff on issues related to outreach and evaluation of applicants to the MD Program. Interacts with faculty and staff from the UBC Faculty of Medicine and attends and participates in committees/subcommittees/councils, working groups and planning meetings, as assigned.
Work Performed

Outreach

  • Manages and coordinates MD Admissions Outreach Ambassador and Mentorship Program

  • Manages, directs, and oversees MD Admissions outreach initiatives

  • Liaises with high schools, universities and colleges to provide Information on the UBC Faculty of Medicine MD Undergraduate Program

  • Conducts online and in-person information sessions and provides feedback and advice to prospective students

  • Collaborates on UBC Faculty of Medicine initiaves around applicant diversity, working with learners, committee members and faculty members on diversity initiatives; manages and oversees outreach initiative budget

  • Develops promotional material related to outreach and diversity initiatives, including Indigenous Initiative and Black Student Initiative

  • Recruits candidates to the Doctor of Medicine Program by attending and facilitating information sessions, faculty career fairs and/or public events

Indigenous Applicant Admissions Initiatives

  • Engages with, enhances, and evolves the Faculty of Medicine’s Indigenous Admissions Initiative in the MD Undergraduate Program

  • Responds to prospective and current Indigenous applicant inquiries providing complexe advice regarding multidimensional policies

  • Plans, oversees, and facilitates workshops and events related to MD Admission for prospective and current Indigenous applicants, including pre-application preparation and interview preparation, in conjunction with Indigenous Student Initiatives Manager

  • Liaises with Indigenous students, physicians, Elders, and speakers, as well as high schools, universities, and colleges to enhance Indigenous Initiative, run or attend workshops, create or attend events and career fairs, and coordinate activities

  • Plans, oversees, and facilitates Indigenous Panel interviews, and provides administrative support

  • Arranges online and in-person information sessions geared toward prospective and current Indigenous applicants; facilitates as necessary

  • Assists with the activities of the Indigenous Admissions Subcommittee meetings such as liasing with committee members, preparing documentation, overseeing meeting arrangements, and documenting discussions for follow up.

  • Assists in managing the finances of the Indigenous admissions initiatives

Black Applicant Admissions Initiatives

  • Engages with, enhances, and evolves the the Faculty of Medicine’s Black Student Admissions Initiative in the MD Undergraduate Program

  • Responds to prospective and current Black applicant inquiries providing complexe advice regarding multidimensional policies

  • Plans, oversees and facilitates workshops and events related to MD Admission for prospective and current Black applicants, including pre-application preparation and interview preparation, in conjunction with Black Student Initiatives Manager

  • Liaises with Black students, physicians, and speakers, as well as high schools, universities, and colleges to enhance Black Student Initiative, run or attend workshops, create or attend events and career fairs, and coordinate activities

  • Arranges online and in-person information sessions geared toward prospective and current Black applicants; facilitates as required

  • Assists with the activities of the Black Student Admissions Subcommittee meetings such as liasing with committee members, preparing documentation, overseeing meeting arrangements, and documenting discussions for follow up.

  • Assists in managing the finances of the Black Student admissions initiatives.

Admissions Evaluations

  • Communicates with applicants regarding MD admissions requirements, application status, and documentation, as needed

  • Acts as first point of contact and source of information for current and prospective applicants, the general public and health professionals. Provides clear, accurate information to applicants by email, in writing, in-person, by telephone or through the on-line application system. Must be knowledgeable about application requirements, prerequisite requirements, residency issues, and all other complex MD admissions policies and procedures.

  • Acts as first respondent to applicant issues and complaints

  • Responsible for completing academic and non-academic evaluations requiring professional judgment and interpretation of often subjective information within a complex framework of policies and procedures

  • Works in coordination with MD Admissions team members on preparation and execution of MD Admissions interviews

  • Reads, assesses and interprets supplemental applications including applicant reference letters, writing samples, and interviewer comments

  • Contacts applicants, verifiers, and other institutions regarding discrepancies or inconsistencies in applicants’ files

  • Prepares final class lists for offers of MD admission, including administration of waitlists

  • Responsible for assessing the educational credentials of prospective applicants, including determining credential transferability, verifying completion of prerequisite requirements, minimum credit requirements, and other program eligibility requirements

  • Interprets and communicates policy and procedures and makes independent decisions

General

  • Long shifts and flexible hours during MD interviews will be required of all Admissions personnel

  • Performs duties related to the qualifications and requirements of the job and will be required to act as back-up to other positions as needed

  • The position will be exposed to an extremely high volume of work. During peak periods, may be requested to work additional time.

  • Early morning and/or evening work and travel may be required

Consequence of Error/Judgement

Works independently under general supervision. Work is performed in accordance with broadly established policies and guidelines, which must be applied fairly and consistently.

Often required to make independent decisions. Required to exercise good judgment and discretion when determining this position’s role in providing advice to individuals. If inappropriate advice or guidance is provided, it may have negative consequences for the individual’s career. The incumbent is often the first point of contact for assisting applicants and students and is expected to work closely with representatives of the MD Admissions team while respecting the individual’s confidentiality.

Tact, diplomacy and confidentiality are required at all times. Accuracy, attention to detail, and consistency are crucial.

Errors would result in incorrect information being given to prospective or current applicants. Evaluation errors would result in incorrect admission decisions. Admitting the wrong person or not admitting a qualified applicant would damage the integrity of the department and University and lead to appeals involving MD Admissions, the Faculty of Medicine Dean, Senate and legal counsel.

Supervision Received
Reports directly to the MD Admissions Associate Director. Works closely with Indigenous Student Initiatives Manager and Black Student Initiatives Manager
Supervision Given
May supervise temporary MD Admissions staff members on matters related to their portfolio.
Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of one to two years of related experience, or an equivalent combination of education and experience.

– 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

Experience working with Indigenous and/or Black students is strongly preferred. Professional experience in project management and event coordination is an asset.  Experience with recruitment and outreach is preferred. Experience working on equity and diversity initiatives is an asset.  Intermediate level computer experience and competency with Microsoft Office is also required. Experience working in an admissions or recruitment department is an asset. Experience working at UBC or a university setting is an asset.

Knowledge, Skills & Abilities:

Strong ability to communicate effectively verbally and in writing and interact with empathy, understanding and respect of diverse and divergent perspectives and behaviours

Ability to be thorough, accurate, and have a high level of attention to detail.

Ability to effectively coordinate and manage multiple projects and priorities

Must demonstrate critical thinking skills and sound judgment.

Demonstrated ability to build constructive and collaborative working relationships with a diversity of people.

Demonstrated commitment to inclusive excellence and applies an equity and inclusion framework to their work.

Ability to analyze problems, identify key information and issues, and communicate this information to stakeholders and

decision makers.

Ability to assess situations and make decisions that fall outside the scope of established policy

Strong ability to compose correspondence, reports, presentations, and other written materials using clear and concise business English

Proven ability to develop and maintain cooperative and productive working relationships

Proven ability to prioritize and work effectively under pressure to meet difficult deadlines

Ability to exercise tact, diplomacy and discretion

Ability to work effectively independently and in a team environment.

Ability to work with people, policies, processes, and guidelines in a complex, dynamic environment.

Ability to anticipate problems and issues and plan ahead

Ability to work independently and demonstrate high level of initiative and self-directedness

Ability to work in a fast-paced team environment

Ability to make thoughtful and informed decisions.

Must be highly adaptable and flexible to change.

Must be able to work flexible hours including evenings and weekends.

Must be able to work long hours during critical periods.

Black out vacation days in effect.

Must not be planning to apply now or in the future to the UBC MD Undergraduate Program.

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