Description
The Dean's Office within the Faculty of Graduate Studies is currently seeking a Full-time Regular Graduate Program Administrator, Transdisciplinary Programs.
Reporting to the Manager, Graduate Student & Program Support, and working closely with the Associate Dean, Transdisciplinary Scholarship (AD-TD), the Graduate Program Administrator (GPA) leads and supports the day-to-day academic operations and student and supervisor support for the new Transdisciplinary (TD) graduate programs in the Faculty of Graduate Studies (FGS).
On an ongoing basis, the GPA will contribute to the success of FGS transdisciplinary graduate programs by providing support and program-specific advising to prospective and enrolled students in TD programs, and by administering the required process and system tasks, including supporting supervisors of TD students.
From time to time this position will provide GPA support to other UCalgary graduate programs that require support on an interim basis due to unforeseen changes, leaves and vacancies.
In peak periods, this position will provide back-up support for the FGS Graduate Program Officer (GPO) team.
Summary of Key Responsibilities (job functions include but are not limited to):
GPA for TD Programs and Interim GPA for Other Programs as Required
Student Support:
- Assists prospective, incoming, and continuing students with information and advising related to admissions, registration, progression, graduation, and convocation processes via email, virtually, by phone and in-person.
- Monitors student progression through their degree program to graduation to ensure requirements are met. Provides individualized advising and referrals to appropriate resources for students dealing with exceptional circumstances (leaves of absence, financial concerns, academic issues, etc.).
- Oversees student records throughout the student journey, applying knowledge of FOIP and University of Calgary retention policies to ensure that relevant communication and documents are filed appropriately.
- Liaises with thesis-based students and supervisors to organize, plan, and track student milestones, i.e., candidacy requirements, oral and thesis exams. Ensures all exams are compliant with university policies and provide a positive experience for the student.
- Ensures that examinations for all courses are officially scheduled, and final grades are submitted by the required deadlines.
- Support students in the laddered Master's program to ensure their pathway through the laddering program is clear and approved as required.
Recruitment & Admissions:
- Supports preparation and organization of recruitment and onboarding materials and events.
- Participates in events such as Orientations, Information Sessions, and webinars.
- Annually updates student information and admission packages, ensuring that all content is accurate and up to date. This involves liaising with various departments/offices.
- Maintains program webpages, ensuring that information is clear and accurate. Performs web content updates in a timely manner and conducts regular reviews to check for out-of-date information.
- Annually reviews, revises and activates the web application for admission and ensures all requirements for references and supporting documents are set up properly.
- Coordinates review of admission files with the FGS Admissions Team to ensure the utmost accuracy and timeliness.
- Ensures all admission files are complete and ready for review, including advising prospective students on admission requirements and steps during initial enquiry, calculating grade point averages on Canadian and International transcripts as necessary, and ensuring all official documentation is received and adheres to Faculty of Graduate Studies regulations.
- Prepares materials (i.e., evaluation rubrics) for AD-TD/selection committee review and decisions. Assigns reviewers and updates applicant records accordingly.
- Creates admission offer letters and funding letters and sends to successful candidates. Follows up on offer letters to support conversion and registration.
- Compiles admission related statistics and generates reports as directed.
Program and Leadership Support:
- Acts as administrative lead and primary contact for TD graduate program(s).
- Acts as a resource for the AD-TD, TD student supervisors, and staff regarding interpretation of calendar regulations and decisions related to admissions, registration, progression, and convocation processes. Guides team members on academic year deadlines and obligations.
- Ensures communications to students and supervisors are reviewed and disseminated as appropriate and according to mutually agreed upon timelines.
- Administers graduate student funding, including but not limited to: guaranteed funding, FGS funding competitions, Program Recommended Awards, notification of external awards as required, hiring and assignment of Graduate Assistantships.
- Provides guidance to internal and external award applicants.
- Initiates and supports awards adjudication.
- Enters and manages stipend and scholarship payments in PeopleSoft by deadlines for accurate and timely processing for payment.
- Ensures graduate funding is compliant with the funding policy and does not exceed budgetary constraints.
- Drafts calendar entries and supports scheduling for all TD courses.
- Recommends calendar and policy changes to the AD-TD and Manager. Provides supporting documentation for calendar changes as needed. Ensures all calendar changes are captured on digital and printed materials.
- Coordinates and supports relevant TD graduate program committees, documenting decisions and changes to program information. Drafts agendas, motions, and minutes in collaboration with the Associate Dean.
- Pleasantly and professionally develops and maintains good relationships with other units on campus. As the initial contact for those inquiring about the new TD graduate programs, it is very important to build a strong reputation and brand.
- Develops and implements procedures and improvements that support the efficient and effective operation and evaluation of TD programs in collaboration with the AD-TD, Manager and other FGS team members.
- Supports the AD-TD with preparing and monitoring the TD program budget, including the FGS funding allocation, including tracking expenses, forecasting, and supporting financial planning for the program.
- Prepares statistical and financial reports as required.
GPO Back-up Support:
- Responsible for the administration of graduate student records within a defined portfolio.
- Carefully reviews and monitors student files to ensure that students: have the appropriate credentials upon admission; maintain registration; are assessed the correct fees; have appropriate supervision; complete all examination requirements; and complete all program requirements within the required timelines.
- Ensures exceptional registrarial requests (e.g., changes of program/specialization, leaves of absence, changes of course registration, etc.) are processed efficiently and deadlines are met.
- Refers any exceptions to FGS regulations to an Associate Dean, the Manager, or the FGS Exceptional Requests Review Committee (ERRC) for resolution.
- Supports graduate student wellness/success through direct referrals to the Graduate Academic & International Specialists as needed.
- Ensures any issues resulting from the monitoring of graduate student files are dealt with in a timely, professional, and courteous fashion, and followed up until they are resolved. Provides expertise and guidance in troubleshooting issues and challenges that arise.
- Responds in a timely and courteous manner to inquiries from graduate students, graduate program staff, and faculty members, providing accurate information about FGS policies and procedures.
Qualifications / Requirements:
- An undergraduate degree is required. Graduate-level education is strongly preferred.
- 3 to 5 years of experience in all aspects of graduate student record administration, registration, admissions, and tuition & fee assessments, providing support across multiple faculties and units is required.
- Demonstrated subject matter expert in PeopleSoft, EDMS, and in all aspects of graduate student record administration from admissions to convocation is required.
- Demonstrated ability to thrive in a fast-paced environment and manage a high volume of 1200 to 1400 student files across a diverse portfolio of programs is required.
- Experience creating process documentation such as job aids.
- Demonstrated ability to work effectively as part of a large team and with multiple programs across campus.
- Required expertise in standards and practices across the student academic journey and of UCalgary & FGS policies and procedures including supervisory policies, examination policies, tuition & fees etc.
- Experience in dealing with exceptional and complex student cases related to financial hardship, personal emergency, or health related issues in a timely and sensitive manner is required.
- Experience in training, guiding, and troubleshooting with program staff across different faculties on FGS policies, procedures, PeopleSoft, EDMS and graduate student administration processes is required.
- Intermediate to advanced Microsoft Office experience especially with Outlook, SharePoint, & Teams is required.
- Good organizational and time management skills, as well as excellent written and verbal communication skills are required.
- Highly developed interpersonal skills and the ability to work with a wide variety of stakeholders are required.
- Demonstrated ability to prioritize and organize work, handle multiple tasks and meet deadlines are required.
- Ability to respond to difficult or demanding situations calmly and effectively is required, as is the ability to listen actively, understand the needs of others and exercise compassion.
- Ability to work well with others, and interact with faculty, students, coworkers and the public in a professional and friendly manner is required.
Application Deadline: April 25, 2025
Please include a cover letter with your application.
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 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.
