Assistant Director in Student Services
University Of British Columbia

Location:Vancouver - Point Grey Campus

Employment Group:Management&Professional (AAPS)

Job Category:Student Management

Classification Title:Student Management, Level C
Business Title:Assistant Director, Student Services

VP/Faculty:Fac.of Pharmaceutical Sciences

Department:Fac.of Pharmaceutical Sciences

Salary Range:$72,128.00 (minimum) - $86,587.00 (midpoint) - $103,910.00 (maximum)

Full/Part Time:Full-Time


Desired Start Date:2020/08/17

Funding Type:Budget Funded

Closing Date:2020/07/05

Available Openings:1

Guiding principle: "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.

Job Summary

The Assistant Director, Student Services, provides leadership in the areas of admission and recruitment for professional and undergraduate programs in the Faculty of Pharmaceutical Sciences. The Assistant Director works to develop and implement administrative systems, policies, practices, and procedures that contribute to the Faculty's goal of attracting, recruiting, admitting, and retaining outstanding students. The Assistant Director works with the Director, Student Services, to provide leadership in the delivery of academic advising services and student support initiatives. This requires knowledge of complex requirements and policies, as well as collaboration and partnership within the Faculty and across campus. The position includes the management of the delivery of student services, including interpreting policy to make decisions regarding complex academic issues and the management of student appeals.

Organizational Status

Working under the direct supervision of the Director, the Assistant Director, Student Services, is a member of the Office of Student Services leadership team. The leadership team works under the guidance of, and is accountable to, the Associate Dean, Academic. The incumbent liaises with peers in other faculties and with administrative staff and faculty within the Faculty of Pharmaceutical Sciences. The Assistant Director, Student Services, also works with partners across the University, including Enrolment Services and the Centre for Accessibility.

Work Performed

Admissions and Recruitment:

-Directs the day-to-day operations of admissions and recruitment for professional and direct entry programs in the Faculty of Pharmaceutical Sciences.
-Evaluates effectiveness of admission policies and evaluation criteria and brings recommended policy changes to Admission Committee and corresponding committees accordingly.
-Develops, implements, and evaluates the effectiveness of admission procedures to achieve strategic enrolment objectives for the Faculty's programs.
Evaluates the effectiveness of broad-based admission processes for the Faculty's professional and undergraduate programs. Recommends changes based on best practices in admission processes.
-Determines appropriate course of action on escalated, complex, and non-standard admissions issues.
-Oversees the development of an effective strategic recruitment plan and strategy which reflects the Faculty's Strategic Plan and results in the registration and retention of high calibre students for all Faculty programs.
-Leads the development of promotional admission information materials for prospective students across all Faculty programs, in partnership with the Faculty's Marketing and Communications team.
-Directs the creation and strategic vision of recruitment sessions for prospective students across all Faculty programs.
-Hires, trains, and evaluates performance of admissions and recruitment staff.

Student Appeal Administration

-Manages the Faculty's student appeal process including the facilitation and coordination of complex and time-sensitive documentation.
-Triages and presents admission appeals from all Faculty programs to appropriate Admission Sub-Committee.
-Attends appeal review meetings as required.

Office of Student Services Unit

-Fully participates in the development of the unit's strategic plan, policies and processes.
-Provides leadership in developing, implementing, and evaluating the unit's service delivery and programming in support of student academic success. Identifies opportunities to improve service delivery.
-Evaluates student academic performance and identifies system obstacles to timely progression. Provides feedback to Director based on this assessment, which may lead to recommendations to the Faculty's Academic Governance structure for policy or procedural changes affecting admissions, program requirements, student promotion or graduation.
-Responsible for developing and delivering accurate and consistent interpretation of University and Faculty policies in support of students from recruitment to graduation. Refers students to appropriate support services for assistance.
-Supports the academic transition of newly admitted, returning, re-admitted and transfer students to the faculty to ensure student success. This may also include non-standard program applications requiring special consideration, accommodations or disciplinary measures.


-Develops and enhances relations with faculty and staff in numerous campus departments, faculty and staff within the Faculty of Pharmaceutical Sciences, and numerous external organizations.
-Represents the Faculty of Pharmaceutical Sciences on external committees and at public functions.
-Assumes responsibility for special projects assigned by the Associate Dean Academic or by the Dean's Office.
-Participates in faculty committees related to student and faculty affairs.
-Other related duties as required.

Supervision Received

Reports directly to the Director, Student Services, for the Faculty of Pharmaceutical Sciences. Works independently within University policies and procedures to provide advising and admissions services. Performance is measured on achievement of unit goals and objectives.

Supervision Given

Directly responsible for all staff, M&P and CUPE, with admission and recruitment roles in the Faculty of Pharmaceutical Sciences. Hires, trains and evaluates new admission and recruitment staff.

Consequence of Error/Judgement

This is a leadership position within the Office of Student Services. Decisions directly affect the operation of the Office of Student Services and can directly impact the quality of outcomes of undergraduate and professional students' university experience. Decision-making is based on an in-depth and thorough knowledge of the policies and procedures of the University and the Faculty of Pharmaceutical Sciences. The incumbent exercises considerable judgment and autonomy, and must demonstrate tact and discretion. Consequence of error is high, and poor judgement and/or lack of cross-cultural sensitivity would compromise the well being and academic progress of students, the integrity of the Pharmaceutical Sciences programs as well as jeopardize the reputation of the Faculty of Pharmaceutical Sciences and UBC.


Undergraduate degree in a relevant discipline. Minimum of four to five years of related experience or the equivalent combination of education and experience. Experience in university admission and recruitment processes is required. Must have experience in university student administrative services, preferably including the advising of both domestic and international undergraduate students, including experience with sessional evaluation, promotion, and retention matters. Demonstrated leadership skills, supervisory and interpersonal skills are required. Experience with UBC systems is strongly preferred. Exceptional communication skills, proven ability to manage multifaceted projects from inception to conclusion, and ability to delegate effectively and to problem-solve. Ability to analyze problems, identify key information and issues, and effectively resolve. Demonstrated ability to adapt and to work effectively in a multi-tasking environment under pressure with high volume of work and critical deadlines. Some travel may be required. Ability to work flexibly on weekends or weeknights at certain times.
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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