MD Admissions Advisor, Undergraduate Medical Education

The Undergraduate Medical Education in the Cumming School of Medicine is currently seeking a Full-time Temporary Relief MD Admissions Advisor for approximately 12 months.

Reporting to the Manager, MD Admissions with accountabilities to the Assistant Dean and to the Associate Directors, the MD Admissions Advisor acts as the primary interface between the Office of MD Admissions and a wide variety of individuals external to the Cumming School of Medicine. The Admissions Advisor must be prepared to collaborate in all aspects of the admissions process for the Cumming School of Medicine

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

Program Coordination

Provides technical assistance/advice to applicants and referees during the application cycle
Advises applicants on accurately entering transcript information into UCAN and advises on the calculation of their GPA
Assists applicants with graduate degree forms and general advice with the online application process
Processes applications for admission and determine the documentation required to enable a formal evaluation and admission decision
Manages the intake of thousands of transcripts and prepares them for entry into individual files on the online application system, including manual and bulk uploading with the software provider
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
Liaises with main campus recruiters to advise them of the current requirements to the MD program
Liaises with the Leaders in Medicine (LIM) Administrator and LIM Director regarding incoming students and current requirements for both programs
Acquires an in-depth knowledge of the MD Admissions Applicant Manual and accountable to ensure this document is maintained and current for each application cycle, and that it reflects changes made by the Admissions Committee
Coordination of the Multiple Mini Interviews (MMI) in collaboration with the Assistant Dean and Manager. 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
Leadership

Represents the Cumming School of Medicine on the MD Admissions process, on and off campus, to prospective students to the Calgary MD Program and the Southern Alberta Medical Program (SAMP)
Communicates as required with other medical school Admissions Offices regarding common issues
Advises current/prospective applicants to the MD program in both a one-one-one and group setting regarding the requirements for application into the MD program, and guides them through the admissions process
Corresponds with current/prospective applicants via email, phone or mail regarding the MD Admissions requirements
Coordinates meetings and workshops for the Admissions Committee (AdCom). This includes recruiting AdCom members, attending meetings, taking the minutes and supporting the AdCom Committee as required
Coordinates workshops and membership for the File Review Subcommittee (AFRS) and provides general support as required
Advises and assists other college/high school career advisors on the MD admissions process
Plans and implements recruitment activities for high schools and post-secondary institutions, and evaluates the success of these recruitment efforts
Works closely with the Admissions Assistant Dean and manages ongoing strategic communications with high school and post-secondary independent counselors, including email, print, web and other media
Qualifications / Requirements:

Bachelor Degree is required
Minimum 5 years of related experience is required
Experience in undergraduate Admissions or an Undergraduate Medical Education environment is required
Demonstrated understanding of University of Calgary academic policies and procedures pertaining to degree and program requirements
A minimum of three years of directly related experience in an advisory role; must demonstrate examples of utilizing judgment within capacity of the role
Ability to successfully manage and keep track of large volumes of applicant inquiries and provide accurate and timely advice is required
The ability to work independently demonstrating good judgment in a fast-paced environment with many conflicting priorities
Ability to work outside of regular work hours as required. Regular work week schedule (Monday to Friday 830 am - 430 pm) with occasional variances in start and end time, and may be expected to attend events or provide service outside normal working hours
Demonstrated outstanding interpersonal communication skills, including written and verbal required
Strong critical thinking, judgement and decision making skills
Ability to work under pressure to meet strict and multiple timelines
Ability to work effectively individually and as a team member
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; UCAN experience is an asset
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 in a high-pressure environment
Demonstrated strong organization, multi-tasking and time management skills with the ability to set priorities and meet deadlines
Ability to multi-task, work independently and as part of a team, be proactive, show initiative, and be self-directed
Must be organized, conscientious and possess a high degree of accuracy and attention to detail, as the impact of error is high
Demonstrated personal coping strategies, including the ability to manage stress levels that are moderate to high based on volume and demand and ability to embrace change in a dynamic environment
High level of integrity, discretion, professionalism and ability to maintain confidentiality is required
Must enjoy working with the public
The ability to perform moderately heavy lifting, move tables, push carts and carry items is required
This position requires the ability to stand / walk for long periods of time
Application Deadline: July 24, 2025

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.

This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 2.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy 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 ****** 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 Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

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

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