Description
Civil Engineering within the Schulich School of Engineering is currently seeking a Full-time Limited Term Program Administrator for approximately 12 months.
Reporting to the Senior Manager, Department Operations, the Program Administrator provides specialized administrative support to the Civil Engineering, Geomatics Engineering, and Sustainable Systems Engineering (SUSE) undergraduate and graduate programs.
The hours of work are 35 hours per week, Monday to Friday, with normal business hours being from 8:30 a.m. to 4:30 p.m. This position is primarily on campus (minimum 4 days per week) and may be expected to attend events or provide service outside normal working hours.
Summary of Key Responsibilities (job functions include but are not limited to):
- Efficiently complete complex financial, HR, and related transactions.
- Responsible for the template-based hire process of Graduate Assistants for undergraduate and graduate courses.
- Accurately maintain records of all GAT contracts and correspondence related to hiring.
- Monitor the department and program's email accounts and provide a timely response to email inquiries.
- Administer the PhD program in Sustainable Systems Engineering in compliance with the Faculty of Graduate Studies (FGS) and SSE graduate regulations.
- Advise prospective graduate students on the application process, requirements for admission, and required documentation.
- Review and ensure that graduate admission applications are complete and ready for consideration by faculty members.
- Maintenance of graduate admission documents and files, including maintaining files according to FOIP and document retention rules.
- Prepare and process graduate student payroll.
- Advise students on course registration and degree progression up to completion and graduation.
- Provide advice on all aspects of graduate policies, administrative procedures, and degree requirements.
- Prepare and compile applications for FGS and program scholarship award competitions, ensuring compliance with all associated regulations.
- Administration and scheduling of PhD candidacy exams and PhD thesis exams.
- Prepare and maintain metrics for program planning and various other statistical information requests from departments, FGS, and SSE.
- Engage with the International Student Services office to recommend support for students, both prospective and current.
- Support the administration of course delivery which includes course outlines, examination schedules, final exam collection, classroom bookings, and Elevate Blue course surveys.
- Monitors submission and approval of final grades; liaises with the Associate Dean Sustainability regarding late grades.
- Work with the Student Accessibility Services regarding mid-term and final examination requirements for all students who have been granted special accommodations.
- Coordination of grade reappraisal, change of grade, and deferred exam process.
- Serves as the accreditation administrator for the Sustainable Systems Engineering program and back-up for the Civil Engineering and Geomatics Engineering programs.
- Collaborate with the Associate Dean Sustainability to ensure accurate completion of undergraduate timetables.
- Serves as a liaison between the Sustainable Systems Engineering program, SSE departments, and internal and external stakeholders.
- Administrative support for academic recruitment, hiring, and the onboarding process for SUSE faculty and sessional instructors.
- Communicate with SSE Marketing and Communications to ensure content is current and meets standards.
- Schedule and support meetings of the Sustainability Council.
- Responsible for the assignment of graduate student desk/office space and maintaining space allocation records
- Issuing keys to graduate students for desk/office spaces and maintaining key allocation records.
- Process electronic card access requests and maintain electronic access records. Liaise with Campus Security and Unicard at the Campus Service Centre regarding electronic access.
- Maintain and update student mailman lists, membership and subscriptions.
- Meeting room booking requests for department and program faculty members, students, and student clubs.
- Coordination and delivery of a broad range of events and activities in support of undergraduate and graduate programs.
Qualifications / Requirements:
- Post-secondary education, diploma, or bachelor's degree is required.
- A minimum of 3 years of experience in a role emphasizing communication, multitasking, and advising.
- Direct experience in a student-facing role is required.
- A combination of education and directly related experience may be considered.
- Intermediate proficiency with Microsoft Office 365 is required.
- Knowledge and experience with PeopleSoft HR and student modules are an asset.
- Excellent oral and written communication with an ability to draft clear, concise correspondence, as well as to respond to enquiries with tact, confidentiality, and discretion.
- The ability to work closely with others, understanding the needs of a dynamic team with a flexible schedule, is critical.
- Strong analytical and problem-solving skills, accuracy, and attention to detail.
- Proven customer service skills to provide information to diverse groups in a respectful, timely and efficient manner.
- Proven organizational skills with an ability to set priorities and complete multiple tasks within specified timelines.
- Knowledge and understanding of the University of Calgary and Faculty of Graduate Studies regulations and processes is highly desirable.
Application Deadline: May 2, 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 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.
