Document Coordinator

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

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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 Description Summary

The Document Coordinator is responsible for assisting in the processing and organizing of thousands of paper and electronic documents. They are also responsible for assisting in the opening and sorting of incoming mail, ensuring that it is sorted and processed efficiently. They ensure that documents received are accurately scanned into electronic image files, and inputted into the system in a timely manner. They assist with all documents received for the Undergraduate Admissions office including setting up a filing system, locating documents when necessary and purging of expired documents on an annual basis. The Document Coordinator conducts other tasks to support the work that the Document Coordinator team undertakes in an effort to complete undergraduate admissions applications for evaluations. The Coordinator also works with various campus partners in coordinating the delivery of print materials and ensuring the appropriate supplies are available throughout the year. They also assist in coordinating the purchasing of all paper for the Enrolment Services unit.

Organizational Status

The Document Coordinator works as part of the Undergraduate Admissions team, and reports to the Manager of Applicant Services. They regularly liaise with faculty and staff from across campus as well as staff from other units within Enrolment Services.

Work Performed

Document Control

• Sorts all incoming documentation (transcripts, test results, reference letters, immigration documents, correspondence from departments, recommendations for admission, correspondence from students and prospective students etc.) according to category, priority and document process; uses discretion in identifying incoming documentation that should be fast-tracked or handled outside of normal procedures.

• Assists in scanning incoming hard-copy documentation, attaches the electronic images to the appropriate applicant files in SISC AAP and routes to appropriate workflow queues. Maintains accurate and up-to-date statistics of incoming documentation and ensures documents flow through admissions process in a timely way.

• Undertakes periodic purging of outdated documents from storage according to established procedures.

• Fulfills requests for documentation under the Freedom of Information and Protection of Privacy Act.

• Answers inquiries regarding receipt and tracking of documents, and scope and application of applicable policies. Advises departments about document status when necessary.

• Assists with maintaining a systemic storage system for all hardcopy student records received by the Undergraduate Admissions office. Files hard-copy documentation as appropriate.

• Logs, files and distributes irreplaceable documents.

• Locates misplaced documentation and, where this is not possible, contacts issuing institutions for replacements.

• Assists in answering inquiries regarding receipt and tracking of documents, and scope and application of applicable policies. Advises departments about document status when necessary.

Mail and Print Material

• Assists in assembling recruitment materials for shipping.

• Coordinates with campus and external partners on the delivery, storage, and maintenance of supplies for print materials.

• Maintains the supply of paper, letterhead, and envelopes for the Enrolment Services unit. Submits orders if necessary.

• Placing order for paper and envelopes in high quantities as needed.

• Works with campus partners in coordinating the delivery of print materials to Brock Hall. Storing of excess material in external locations and replenishing local supply as needed.

• Recycling expired print materials on an annual basis, as well as recycling electronic waste appropriately.

Grade Entry and Linking

• Conducts grade entry into student record as required to assist with credit assignment and evaluations.

• Links documents in image software to student number.

Document Processing

• Reviews and processes thousands of electronic documents using the Verifier software making sure to match the appropriate document to the correct student.

Other Administrative Duties

• Assists assigning personal profiles to alumni readers

• The Document Coordinator assists the Coordinator Team Leads upon request.

• Assists with organizing team building events throughout the Admissions busy period.

• Assists with for catering for the unit during overtime.

• Responds to less complex email inquiries.

• Other duties as required.

Consequence of Error/Judgement

The Document Coordinator is responsible in ensuring a seamless process for documents received and processed into an electronic format to be included with each student s application, grade entry for students, and verifying electronic documents and matching them to the correct student files. Delays in this work can result in avoidable delays in application processing and therefore admissions decisions. Similarly, the incumbent is also responsible for a quick processing of outgoing mail such as the assembly of admissions package. Delays in outgoing admit packages may result in delays for student acceptances and may prevent admitted students from attending UBC due to poor delivery notice and study permit delays.

Interactions with applicants and students, other UBC staff including faculty representatives, staff at other academic institutions and the public are largely unsupervised, and tact and professionalism is required at all times. Negative interactions can result in damage to UBC s reputation and discourage qualified applicants from attending UBC. Judgment is required when an issue needs to be referred to another staff person or another office. Inappropriate decisions can result in someone feeling as if they have been given the run-around and generally poor service by UBC.

The Document Coordinator is expected to exercise judgment and discretion when possible and, when the advice or guidance of a more senior staff person is required, the incumbent is expected to provide all relevant information as well as possible solutions when appropriate.
The improper disposal of confidential information can create liabilities for UBC with respect to its duties under the Freedom of Information and Protection of Privacy Act, damage UBC s reputation, and discourage qualified applicants from attending UBC.

Supervision Received

Reports to and works under the general direction of the Manager of Applicant Services. Receives guidance from Document Coordinator Team Leads and other UG Admissions Managers.
Works with minimal supervision. Receives detailed instructions on new assignments and is provided with comprehensive and accurate reference materials. Has authority and is expected to act within established policies and procedures. New or unusual matters, technical problems, and any issues which fall outside established policies and procedures are referred to senior staff.

Supervision Given

Assist with training student staff. Works closely with student staff and may occasionally oversee their work as required.

Minimum Qualifications

- 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

• High School graduation and one year of related training or an equivalent combination of education and experience. 2 years of related experience or the equivalent combination of education and experience. Two years of related logistical experience or one year of relevant UBC experience. Knowledge of the Undergraduate Admissions process and UBCs undergraduate program offerings preferred.

• General familiarity with transcripts and grading systems for high schools and post-secondary institutions.

• General familiarity of the structure and organizations of higher education in Canada and in the world (other post-secondary institutions, educational systems of BC and the other provinces)

• Demonstrated ability to efficiently and effectively solve problems. Proven multi-tasking skills; ability to work under pressure, to handle heavy volumes during peak periods, and to work accurately with frequent interruption. Strong attention to detail. Ability to prioritize; strong organizational skills and time management skills. Strong intercultural communication skills. Ability to create organizational systems to manage high volume of documents.

• Ability to exercise tact and discretion. Ability to use good judgment. Ability to work independently under general supervision. Excellent knowledge of word processing, spreadsheet, e-mail software and Internet navigation tools.

• Ability to work competently with University systems such as the Student Information System Centre (SISC)

• Ability to proficiently use a scanner and document imaging software.

• Minimum typing speed: 50 w.p.m. Ability to move heavy pallets of print material within small distances (within Brock Hall)