Description
The Faculty of Veterinary Medicine invites applications for a Data Specialist, Faculty Affairs & Development. This Full-time Fixed Term position is for approximately 24 months (based on length of grant funding), with the possibility of extension.
The Data Specialist, Faculty Affairs & Development reports to the Business Manager and coordinates closely with the Associate Deans, Faculty Affairs and Development. This role supports team members and collaborates with IT, People & Culture (HR) service partners, academic advisors, and other university units to ensure consistent policy and procedure application. This role also provides in-scope supervision, training and mentorship to the Faculty Affairs and Development Office staff.
This faculty-facing position develops and maintains computer databases, addresses concerns professionally, writes formal reports, generates timelines and project plans, and ensures timely delivery. It acts as a resource for information, contributes to the continuous improvement of UCVM's academic process, and is involved in deploying new initiatives.
Typical work hours are Monday to Friday, 8:30 am to 4:30 pm, with flexibility and occasional work outside regular hours required. The position is based at Foothills Campus, with potential work at Spy Hill Campus, W.A. Ranches, and off-campus trips.
Summary of Key Responsibilities (job functions include but are not limited to):
Data Analysis, Optimization, Workload Management and Reporting:
- Maintain accurate and up-to-date files for all office sub-areas, including academic records, CVs, merit, promotion, Research & Study Leave (RSL), Distribution of Effort (DOE), and faculty workload data
- Gather, analyze, and present data to support decision-making and improve operational efficiency
- Compile data from multiple sources, implementing validation and quality control procedures to ensure accuracy
- Assist in sorting and analyzing financial data related to faculty affairs and development initiatives
- Streamline processes by improving spreadsheets, developing automated workflows, and maintaining process maps and instructional guides
- Provide administrative planning support for DOE and faculty workload management processes, ensuring fair distribution of effort
- Collect, create, and report on workload distribution data, including drafting DOE letters and maintaining allocation spreadsheets
- Design and manage a functional workload management model to ensure precise calculation, tracking and distribution of effort
- Oversee and optimize the faculty workload model, maintaining accurate data for efficient resource allocation
- Prepare formal reports for internal and external stakeholders, ensuring accuracy and alignment with business needs
Teamwork, Leadership and Operations:
- Deliver client-oriented services to faculty, serving as the first point of contact for key stakeholders and developing program documentation
- Represent UCVM in relevant activities on behalf of the Associate Deans, liaising with faculty and units to build relationships and gather data
- Follow up with stakeholders to gather required information in a timely manner
- Provide support for last-minute requests, demonstrating flexibility and adaptability
- Contribute to the development and maintenance of the UCVM Faculty Affairs and Development Office intranet and internet webpages, including drafting communications, monitoring the shared inbox, and contributing to newsletter content
- Act as a leader and mentor, and provide in-scope supervision such as:
- Effectively manage time and priorities for staff members to ensure timely completion of tasks
- Foster a positive and productive work environment by providing guidance, assisting team members and encouraging collaboration
- Fosters and builds collaborative, supportive relationships with internal and external stakeholders related to the university and the Faculty of Veterinary Medicine
- Identifies service gaps and opportunities to improve. Proposes and participates in solutions to team and Manager
- Manage records for all office processes, programs, and personnel
Qualifications / Requirements:
- Bachelor's degree and at minimum 3-5 years of experience in collecting, organizing, and disseminating significant amounts of data with attention to detail and accuracy
- Experience in project management, planning, and reporting
- Experience in an academic environment is preferred
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), with expert-level Excel skills required. (Excel proficiency may be tested during the interview.
- Experience with financial software, budgets and expense monitoring
- Familiarity with PeopleSoft and SharePoint functionality and administration is preferred
- Experience writing and editing reports, with the ability to analyze and present data effectively
- Experience with Power BI, Tableau, and databases is preferred
- Experience with AI tools (e.g., ChatGPT, CoPilot, Perplexity) is an asset
- Experience with electronic filing systems and macros is an asset
- Project Management Certification or Experience is an asset
- Data visualization experience including creation of dashboards is a strong asset
- Strong organizational and time management skills, with the ability to prioritize and manage multiple deadlines effectively
- Demonstrated ability to take initiative, work independently, and complete tasks with minimal supervision
- Analytical approach to problem-solving, with sound judgment and decision-making skills within established guidelines is required
- Proven ability to manage multiple projects and deliverables efficiently
- Excellent communication skills, both written and verbal
- Strong customer service skills and the ability to work effectively as part of a team
- Proven ability to build positive working relationships at all levels within the organization
Application Deadline: April 16, 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 3.
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 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.
