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MD Admissions Advisor, Undergraduate Medical Education, Cumming School of Medicine

Job ID: 26470

Updated: September 19, 2022

Location: Foothills Campus

We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta. The City of Calgary is also home to Métis Nation of Alberta, Region III.

Position Overview

The Office of MD Admissions in Undergraduate Medical Education in the Cumming School of Medicine is currently seeking a Full-time Limited Term MD Admissions Advisor for approximately 1 year with the possibility of extension.

Reporting to the UME Financial Manager with accountabilities to the Team Lead, the MD Admissions Advisor is responsible for the coordination of the various milestones of the MD Admissions cycle and providing administrative support for the MD Admissions office. This position responds to a broad variety of general inquiries.
The MD Admissions Advisor is a highly visible position. It is the key point of contact for telephone and walk-in inquiries for the Office of MD Admissions. This position works in a collaborative team environment with other staff and faculty in the office. The MD Admissions Advisor must be able to work in a complex, changing, and at times stressful environment. The need to think and communicate clearly is mandatory. This position deals with multiple shifting priorities and constant interruptions in a busy office.

Peak operational periods for the application launch during August and September, and Multiple Mini Interviews (MMI) during January to March, may require overtime and will have limited opportunity for vacation. The flexibility to adjust the typical work week to be available for occasional evening or weekend activities, and/or campus-wide events during certain times of the year is required.

Conflict of Interest Policy:
Employees in the MD Admissions office are considered participants in the admissions process. The Conflict of Interest Policy as outlined in the Cumming School of Medicine (CSM) Doctor of Medicine (MD) applicant manual is very clear in its statement that individuals are ineligible to apply to medical school for 5 years following participation in any Admissions processes.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

  • Provides advice and assistance to applicants and prospective applicants regarding admissions requirements
  • An in-depth knowledge of the MD Admissions Applicant Manual to ensure this document is maintained and current for each application cycle, and that it reflects changes made by the Admissions Committee
  • Coordinates and manages the collection of required documentation for entering medical school, including advising and interpreting the specifications regarding the accurate and time-sensitive completion of police checks and immunization forms, guaranteed deposits, bank letters, etc.
  • Communicates and corresponds with students to obtain police checks and Vulnerable Sector Search from police agencies
  • Manages applicant telephone and email requests with the ability to respond and triage appropriately
  • Coordinates workshops and membership for the File Review Subcommittee (AFRS) and provides general support as required
  • Processes applications for admission and determine the documentation required to enable a formal evaluation and admission decision
  • Processes transcripts including the matching and updating the status of receipt, as well as collating and filing of transcripts (peak during the months of August to October)
  • Coordinates the scanning of thousands of transcripts with the software provider and other staff members for the transfer of those transcripts to individual files on the online application system
  • Manages high volume of calls, emails, and walk-in enquiries during the application cycle (July to October) and collaborating with other staff and the software provider to make changes or adjustments to the application system
  • Participates in the coordination of the Multiple Mini Interviews (MMI) from January to March. This includes coordinating catering, ordering supplies, inputting information for MMI Assessors, pulling reports, communicating with assessors, drawing up documents, administrative work assembling required materials and documents, working with outside agencies to make sure all required spaces etc. are secured
  • Plays a pivotal role on MMI days which are dependent on meticulous attention to detail and timing, as each stage of the process is interdependent on the smooth execution of every other stage, in an operation requiring precision and having far-reaching consequences in the event of errors or oversights
  • Works with other members of the Admissions team to verify the integrity of the applicant files before offers to the MD program are sent in mid-May.
  • Works with the Admissions Team Lead in managing the MD waitlist in collaboration with the other office staff. This is an extremely high-stakes process that must be monitored and regularly managed

Qualifications / Requirements:

  • A post-secondary credential (diploma, degree) in a related field is required; preference will be given to candidates who possess a bachelors degree or a higher-level qualification.
  • A minimum of three years of directly related experience in an advisory role; must demonstrate examples of utilizing judgment within capacity of the role.
  • Experience in undergraduate Admissions or undergraduate medical education is required.
  • Demonstrated understanding of University of Calgary academic policies and procedures pertaining to degree and program requirements.
  • Experience utilizing and upholding calendar regulation and policy as it relates to applicant inquiries.
  • 3-5 years of administrative work experience is required.
  • Demonstrated experience working in an environment with peak periods and a high volume of inquiries.
  • Proficient with Microsoft Office, email, and internet applications (e.g. internet browsers and web-based portals); familiarity with university business systems such as the student module of PeopleSoft.
  • Ability to learn, adapt to, and use specialized computer programs and databases.
  • Experience investigating and troubleshooting any concerns or flags with applicant submissions.
  • Highly developed communication skills (both written and verbal), telephone etiquette, strong listening skills, and the ability to probe for additional details is required.
  • Ability to work in a confidential setting and demonstrate good judgment in dealing with sensitive and confidential situations.
  • Demonstrated ability to work in a fast-paced, high pressure, team-based environment with an ability to meet deadlines required.
  • Demonstrated personal coping strategies, including the ability to manage stress levels that are moderate to high based on volume and demand.
  • Ability to embrace change in a dynamic environment

Application Deadline:  October 3, 2022

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 1.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information visit Careers in the Cumming School of Medicine.

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

 

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