AddressThe Graduate Science Centre in the Faculty of Science is currently seeking a Full-time Regular Graduate Program Administrator.
Reporting to the Manager, Graduate Student Centre, the Graduate Program Administrator, Professional Programs will manage the successful operation of the Professional Graduate Program, advising on and ensuring program and Faculty of Graduate Studies policies and practices are met in the various stages of a Professional Graduate Program (including application, admission, registration, examination and completion of program requirements).
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):
Program Advising
- Advise current/prospective students in both a one-on-one and group setting regarding professional graduate program requirements, and university policies and procedures.
- Assist students in making informed decisions, setting short and long term goals, and fulfilling the requirements of their program choice.
- Proactively monitor student progression through their professional program to graduation to ensure requirements are met and provide advice and assistance to students on all aspects of their academic experience.
- Correspond with current/prospective students via email or phone regarding academic questions.
- Use a thorough knowledge of program requirements as detailed in the University of Calgary calendar to recommend programs of study that will allow students to successfully meet their goals.
- Liaise with other support departments and academic units on campus, e.g., Faculty of Graduate Studies, Registrar's Office, Scheduling, and Information Technologies.
- Evaluate professional graduate program admission applications and transcripts (CDN and INTL) and advise students and graduate committee on eligibility.
- Organize and distribute the student applications to the admission committee members.
- Resolve student program conflicts as they arise.
- Evaluate and advise students in petitions for exceptions to departmental and university requirements.
- Identify students with a low GPA or progress problems, advises students, and recommend an appropriate course of action (e.g., academic probation, dismissal).
- Monitor student academic progress toward program completion.
- Maintain online application system.
- Communicate continually with and for the directors sharing ideas and providing advice in relation to program matters and students.
- Use creative skills to perform and assist with the professional program webpage updates to ensure that the information published on the GSC website is timely, accurate and easy for prospective and current students to view and make decisions.
- Develop new and streamline existing administrative processes.
- Acknowledge and respond to requests and general inquiries.
- Provide support for various Professional Graduate Programs and related events.
- Liaise with the Faculty of Graduate Studies Scholarship team on all matters related to student funding.
- Provide enrolment controls on student accounts regarding course registration and check the course prerequisites.
- Coordinate and oversee the approval process for the graduate student convocation lists.
- Maintain records and files to ensure that information is up-to-date, recognizing that this information must be kept accurate and current for use by others.
- Professionally represent the programs at functions both internal and external to the campus.
- Monitor, initiate review, and implement changes to the professional graduate programs.
- Advise and make recommendations to the program directors and the relevant committees.
- Identify professional development needs and skill priorities; continue own personal development, learning and training; keep current with post-secondary developments.
- Adhere to all university policy and regulatory requirements, including FOIP legislation.
- Liaise with Enrolment Services, Graduate Studies, and other units as appropriate.
- Participate in cross-training to assist in other areas when needed and meet Graduate Science Centre priorities.
- Attendance at recruitment activities as appropriate.
- Undergraduate Degree or Master's preferred or equivalent experience.
- At least 3-5 years progressive student affairs experience required, preferably within graduate studies.
- Experience working in a large, dynamic team with proven personal effectiveness and productivity is required.
- Experience dealing with interdisciplinary programs and liaising with various stakeholders would be an asset.
- Experience with professional students, a unique clientele who expect a higher level of service and faster turnaround times than is the norm would be an asset.
- Strong planning, time management and organizational skills, as well as effective decision-making, multitasking and problem-solving ability in a deadline driven, high volume environment required.
- A positive and professional demeanour is essential.
- Ability to think and act quickly and effectively under pressure, exercising initiative, tact, diplomacy, discretion and good judgement is required.
- Proven ability to manage heavy workload, stress and multiple priorities with high level of initiative, flexibility, thoroughness, accuracy, and attention to detail is required.
- Excellent written, oral and presentation skills are required.
- Demonstrated ability to be resourceful, creative, innovative, and flexible required.
- Ability to work independently to tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines is required.
- Advanced computer skills including MS Office Suite (including Word, Outlook, PowerPoint, advanced Excel and Power BI) and PeopleSoft required; knowledge of related software (e.g., Electronic Document Management Systems, Qualtrics) is an asset.
- Ability to interpret policies, procedures and regulations is required.
- Experience with web content management systems will be considered an asset.
- Knowledge of university policies and procedures associated with the portfolio supported including the academic calendar is an asset.
- Knowledge of the Freedom of Information and Protection of Privacy Act and the Student Misconduct and Academic Appeals Policy would be an asset.
- Ability to build relationships to accomplish goals with a diverse groups within and outside of the Faculty of Science essential.
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 2.
To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our . For more information about the Faculty of Science visit .
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 .
The University of Calgary has launched an institution-wide in line with the foundational goals of , 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 ( ) and requests for accommodations can be sent to Human Resources ( ).
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
