Program Specialist, International Professional Programs

Position Overview

The International Professional Program within U of C Continuing Education is currently seeking a Full-time Limited Term Program Specialistfor approximately 12 months.

This role has a diverse workload often requiring simultaneous organization and reports to the Associate Director, International Professional Programs. The position works in significant collaboration with the IPP Program Manager along with other Program Managers, Program Coordinators and Student Services staff in a cross-functional and collaborative team environment. The Program Specialist, IPP position requires working at the Downtown Campus and may also require the ability to work a variable schedule including evenings, weekends, or extended workdays on an occasional basis. Functions are carried out under minimal supervision, within established guidelines, procedures, and accepted protocols.

Position Description

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

Program Administration and Instructor Support

• Collaborate with Program Manager, IPP to organize and schedule IPP course sections, supporting and liaising with instructors and students, and to evaluate IPP course sections.
  • This includes establishing strong working relationships with instructors and confirming their availabilities based on the academic plan developed by Program Manager(s) and Associate Director for IPP.
• Assist Program Manager and Associate Director with data input on program requirements.
• Manage records in compliance with University policy (i.e., retention and destruction).
• Accurately enter all course section information into the online registration within the program areas assigned to their portfolio.
• Perform coordination and administration responsibilities related to pre- and post- training delivery.
• Provide back-up support for team and IPP area email and online enquiries.
• Assist in the preparation of IPP program plans and supports.

Marketing and Communications Support

• Collaboration and communication with Continuing Education Marketing team to write, manage and maintain website content for IPP.
• Coordination with CE Academic Innovation to develop and maintain the IPP student preparation and success course.
• Performing data queries and analysis for use in program planning and reporting.
• Conducting marketing research to gather insights, challenges, and feedback on industry trends in international education and career preparation to make initial recommendations for IPP.
• Support international educational agent communication activities.

Student Event Coordination and Stakeholder Engagement

• In coordination with Program Manager, IPP and other stakeholders, plan, coordinate and help promote IPP student events such as orientation, social events, information sessions, etc.
• Ensure satisfactory attendee experience during events by address inquiries, concerns, providing information, and actioning an activity that enhances the overall event management process.
• Conduct evaluations to assess event success and review event metrics for the purpose of identifying areas for improvement or to refine future event strategies.
• Create post-event reports and outputs such as financial records, reconciliation of expenses, documenting lessons learned, updating event files, and maintaining records for future reference.
• In collaboration with the Associate Director and Program Manager, IPP assess stakeholder requirements on all events or projects as required, including ensuring that stakeholder requirements are factored into implementation plans.
• Execute all stakeholder engagement plans identified by Associate Director and Program Manager, IPP and demonstrate exceptional stakeholder and customer relationship skills when administering guidelines, policies and procedures related to facility design and management.
• Coordinate any project-related stakeholder mapping activities and prepare communications to stakeholders, including responding to enquiries.
• Book and attend stakeholder meetings with other units and ensure stakeholder feedback/ requests are addressed within specific timelines.
• Attend stakeholder engagement meetings such as collaborative planning workshops and provide briefings (e.g., meeting minutes) to Associate Director and Program Managers.

Qualifications / Requirements:

• Undergraduate degree in business, workplace learning, education/adult education or a related area with a Master's degree preferred.
• A minimum two years' experience in program and project coordination in higher education, preferably in the fields of project management, management and/or digital technology.
• A minimum of three years' experience in international education, including experience working with third-party educational agents.
• Proven success in developing and marketing revenue-generating education programs in higher education.
• Knowledge and understanding of the educational and training needs of international students.
• Demonstrated cross-cultural competence.
• Demonstrated competency with Microsoft Office Professional (Word, Excel, Outlook and PowerPoint) and Desire2Learn (D2L) or another learning management system.
• Experience teaching adult learners and/or international student population is an asset.
• Experience in instructional design is an asset.
• Experience in Work Integrated Learning is an asset.
• Familiarity with University business systems, including Tableau, PeopleSoft, D2L, UCLASS and Destiny One, is an asset.
• Positive attitude and demonstrated ability to be a collaborative team member.
• Good judgement and initiative, tact and diplomacy in dealing with students, instructors, staff, University departments and external organizations.
• Proven ability to make sound judgements, act decisively and provide clear direction on a wide range of issues.
• Ability to perform multiple and complex tasks with attention to detail as well as excellent written and verbal communication skills.
• Strong customer service orientation.
Demonstrated ability to perform and interpret market research.

Application Deadline: March 28, 2024

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.

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 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 (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.