Admissions Clerk-1

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

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

Job End Date

There are a total of 6 vacancies for this role.

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. 

The MD Undergraduate Program receives over 2800 applications annually for the 328 positions within the program. Rigorous standards and assessment are applied to ensure that entering students meet the needs of the province and are aligned with the social accountability framework of the Faculty of Medicine. The incumbent will contribute to this selection process by reading and evaluating specific sections of the applications and performing related administrative duties. The evaluation period begins in September, and finishes at the end of November.

Organizational Status

Reports to MD Admissions Manager, MD Undergraduate Admissions.

Work Performed

-Reviews and evaluates the academic and/or non-academic portion of applications to the UBC MD Undergraduate Program as part of either the academic or non-academic evaluation teams.

- Performs administrative activities required to compile complete admissions files to the MD Undergraduate Program and ensure that these files are ready for evaluation. Tasks include the receipt and organization of transcripts, electronic records and other sources of documentation.

Non-Academic Evaluations:

-Assesses applications for evidence of personal qualities considered important for the practice of medicine by following detailed and well-developed, yet nuanced guidelines, and prepares for final review.

-May be required to evaluate applications that fall outside established guidelines for the purpose of determining the applicant's admissibility to the MD Undergraduate Program. Such complex decisions require professional level judgment and are legally binding upon the University.

-Refers only highly complex admissions decisions to an Admissions Officer or Manager for assessment and decision.

Academic Evaluations:

-Assesses applications by following very specific, yet complex and nuanced guidelines.

-Processes, records and inputs information with high level of detail and accuracy.

-Performs basic mathematical calculations as part of the evaluation process.

Supervision Received

The incumbent will receive supervision, direction and instruction from the MD Admissions Manager, MD Undergraduate Admissions. While incumbents will be on a team of evaluators, they will be expected to work independently for large parts of the process.

Supervision Given

None.

Consequence of Error/Judgement

Inappropriate document evaluation could disadvantage candidates and/or result in future appeals involving Admissions, the Faculty of Medicine Dean, Senate and legal counsel. Errors may result in contradicting admissions policies, negative precedent-setting cases, delays in the admissions process, and possible inappropriate acceptance or refusal of applicants.

Must be able to interpret policies and procedures and apply them fairly and consistently. Accuracy, attention to detail, and consistency are crucial.

Is responsible for making independent decisions within prescribed policy and procedures. Frequently required to exercise judgment, particularly when performing file evaluation.  Must be able to justify decisions and provide rationale when questioned or in the event of an appeal. Only highly complex admission decisions are referred to Admissions Officers or Managers for assessment.

Evaluation errors would result in incorrect admissions decision and could bring all evaluations performed into question requiring verification and re-reviewing resulting in decreased department productivity. Distributing confidential scoring methods to those external to MD Undergraduate Admissions would result in a breach of confidentiality and would damage the integrity and reputation of the department and University. Must demonstrate tact, diplomacy and confidentiality at all times.

Minimum Qualifications

High School graduation, plus two year post secondary diploma, plus four 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

Qualifications

Ability to make thoughtful, informed, and thorough decisions. Ability to understand and apply policies, procedures, and instructions. Ability to communicate effectively verbally and in writing. Ability to maintain accuracy and attention to detail while performing repetitive tasks. Ability to exercise sound judgment. Ability to think conceptually. (i.e., use creative, conceptual, or inductive reasoning or thought processes to identify patterns of complex data) Ability to perform basic mathematical calculations accurately. Ability to work effectively independently and in a team environment. Ability to exercise tact and discretion. Ability to prioritize and work effectively under pressure to meet deadlines.