IVEY BUSINESS SCHOOL
POSITION DESCRIPTION
POSITION TITLE:
HBA Recruiting Associate
DEPARTMENT:
HBA Program Services
REPORTS TO:
Director, HBA Recruiting & Admissions
DATE:
May 2015
PRIMARY OBJECTIVE OF POSITION:
Ivey Business School (www.ivey.ca) at Western University is widely regarded as Canada’s
most prestigious business school and among the top in the world. Drawing on extensive
research and business experience, Ivey equips students with the knowledge and capabilities
they need to confidently take on business leadership challenges and opportunities. Ivey offers
undergraduate and graduate degree programs as well as Executive Education at campuses in
London (Ontario), Toronto and Hong Kong.
The primary objective of the Incumbent is to assist the Director in increasing the number of
high-quality students applying to and accepting offers from the HBA Program from Canada and
abroad, including to develop and manage relationships with AEO and HBA applicants at all
stages of the recruiting and admissions process. The Incumbent will support overall HBA
enrolment objectives.
The focus of the Incumbent’s role is (i) logistics planning and coordination of some of the HBA
Recruiting team’s initiatives, including case competitions, and (ii) conducting presentations at
high schools and fairs, all to promote Ivey and attract prospective students to apply.
This position reports directly to the Director and works within a team which manages all
recruiting and admissions activities for the HBA Program. The team is presently made up of
the Director, Incumbent, HBA Recruiting Manager, HBA Recruiting Coordinator, HBA
Admissions Coordinator, AEO Admissions Coordinator and HBA Admissions Assistant
Coordinator.
It is critical that the Incumbent makes a professional impression and presents with poise and
maturity, as this role will meet with current and prospective AEO and HBA students and their
families, and with external stakeholders, sponsors and others.
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KEY RESULT AREAS:
1. Working with the Director to plan, develop and execute certain recruiting events with the
goal of increasing “brand awareness” of Ivey and interest in the HBA Program with high
school students from around the globe.
2. Planning, developing and executing events such as high school case competitions.
3. Responsible for budget monitoring and reporting for certain events, including tracking
incoming and outgoing expenses.
4. Working with the HBA Recruiting Manager to develop, manage and grow the Ivey HBA
presence and brand through digital media channels, which requires being well-versed in
online etiquette and our target market.
5. Executing sales and marketing strategies as directed by the Director to increase the
number and quality of applicants for Ivey AEO status and the HBA Program.
6. Assisting in, and at times, coordinating logistics for and representing Ivey at Canadian
and international university fairs (both undergraduate and graduate) and independently
planned information sessions. These sessions will be targeted to secondary school
students and university students and happen at varying times of the day, including
evenings.
7. Providing admissions criteria/information to prospective and current Western students
interested in attending Ivey. Explaining admissions criteria/information is an integral
component of this position as secondary school and university students seek advice on
the Program and the prerequisites necessary for consideration for admission. Delivering
and, at times, overseeing the delivery of information (one-on-one and in presentations)
with various groups inside and outside of the university (Summer Academic Orientation,
Western Scholar’s event, Intent to Register Fair, Fall Preview Day, March Break Open
House, OUF, application information sessions, Transfer Visit Day, etc.)
8. Conducting presentations at high schools and fairs to promote Ivey and attract
prospective students to apply, using key messaging determined by the Director.
Through the high school visits, the Incumbent will build relationships within secondary
schools, recognizing that these relationships are critical to our efforts. Many schools are
scaling back the number and length of scheduled visits by universities and the HBA
Program is one of a very few programs that conduct such visits.
9. Building and maintaining a contact list of high-quality candidates from recruiting events
and individual inquiries. Maintaining contact database to ensure a consistent flow of
communications with applicants and incoming students and track communication with
all inquiry groups. This communication tracking includes managing the integrity and
completeness of records in our client relationship management (CRM) software. The
information collected in the CRM is critical for recruiting and admissions reports.
10. At certain times in the recruitment/admissions cycle, manage a high volume of inquiries
from prospective applicants (secondary school students and university students),
applicants, parents, secondary school guidance contacts and teachers, and current
AEO students. Requires a strong understanding and knowledge of current marketing
messages and admission policies for the Program.
11. Follow up with individual high school and university applicants to maximize the
conversion of applicants to confirmed Ivey AEO status students and HBA students.
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12. Promptly respond to phone, email and in-person inquiries regarding the Ivey HBA
Program. Work closely with other members of the Recruiting and Admissions team, staff
from HBA Program Services team and other Ivey administration as necessary, to
provide contacts and information to applicants.
13. Working with current students (Info Team, Social Media Team, other contacts) to match
current students with prospective students who share goals, backgrounds or geographic
origins.
14. Provide feedback to the Director on activity of competitors and proactively identify
recruiting opportunities.
15. Participating in the assessment of Ivey AEO and HBA applications, as requested by the
Director.
MAIN ACTIVITIES:
ACTIVITIES WITH PRIMARY DECISION-MAKING RESPONSIBILITY:
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Leadership: The complexity of this position in terms of peak time, seasonal events,
competing interests, contacts (internal and external), and the interpersonal nature of the
work requires the incumbent to solve problems regularly which may be complex in
nature. Superior judgment is required for carrying out this role to ensure limited time and
resources are focused on priorities and result in successful outcomes.
Prospecting: Conduct informational interviews with prospective students and parents
of prospective students; high touch level of service to high quality prospects is critical to
growing a strong applicant pool – a dedication of time in this area is critical to that
success.
ACTIVITIES REQUIRING CONSULTATION AND/OR COOPERATION:
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Collaboration with the Director to develop and assess events that support the recruiting strategy
(case competitions, OUF, Fairs, Fall Preview Day, March Break Open House, AEO Information
Sessions, application information sessions, scorecard, etc.)
REQUIRED EDUCATION AND EXPERIENCE:
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University degree, Ivey HBA preferred with related experience in a service and team-oriented
environment
Project management experience required
Event planning experience required
Sales or marketing experience an asset
Excellent computer skills and experience using the Microsoft Office suite (Word, Excel,
Powerpoint, Outlook, etc.), Email Campaign software and database management
Willingness to travel (domestically and internationally); possess a valid passport and driver’s
license and be eligible for car rental agreements
Flexibility with work hours (occasional evenings, early mornings and travel overnight are
regularly required throughout the year)
Vacation may be restricted at certain times of the year
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SKILLS AND ABILITIES:
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Demonstrated initiative; ability to manage multiple initiatives to completion within tightly
prescribed timelines
Demonstrated ability to provide guidance to prospective applicants
A strong understanding of Social Media platforms
Excellent oral and written communications skills and the ability to make compelling
presentations
Excellent analytical skills to monitor trends and recommend strategies to react accordingly
Demonstrated ability to present and articulate an idea, concept and/or factual information
Strong customer service and relationship management orientation
Excellent time management skills
Team player with a willingness to actively contribute to all activities and events related to the
success of the Program
Ability to work effectively in a team and with many varied stakeholders
Demonstrated collaborative qualities
RESPONSIBILITIES OF POSITION:
1. Recruitment
2. Event planning and logistics
3. Administration
4. Other Activities
40%
35%
10%
15%
Location: Ivey Business School, Western University, London, Ontario
This is a 2 year renewable contract position with full benefits.
Qualified candidates should forward their applications in confidence to: hrresumes@ivey.ca.
Please reference HBA184 in the subject line. Applications should be received on or before June
5, 2015. Candidates will be considered as applications are received and the posting will remain
open until a candidate is identified.
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