Description
Ops & IS Services within UCalgary Continuing Education is currently seeking Two (2) Full-time Limited Term Program Coordinators for approximately 12 months.
This position reports to the Associate Director, Program Operations and Services and will work closely with Program Managers, Student Services, and other Program Coordinators in a cross-functional team environment. Program Coordinators manage and perform the daily operations of course sections throughout the section lifecycle, from section creation to completion.
The work schedule is Monday to Friday, during typical business hours. Occasional evening or weekend hours may be required for special events, workshops, or courses. This is an office-based role, with occasional travel to other campus locations or external sites as required.
Summary of Key Responsibilities (job functions include but are not limited to):
Program Coordination
- Perform operations to support the course section lifecycle from section creation to section completion.
- Manage and enter course section information, schedules and announcements in the ContEd registration system, maintaining accurate information and timely communication with staff, instructors, and students.
- Organize logistics to be in place for section delivery (classrooms, materials, schedules, audio-visual equipment, printing, instructional supplies).
- Create and manage a detailed program area checklist to track course section duties and progress.
- Liaise with internal and external teams, instructors and students as needed to execute tasks and communicate changes.
- Maintain records across various systems in accordance with standard processes and policies.
Instructor Support
- Apply relevant business processes to bring instructors into the UCalgary teaching and learning environment and enable them to teach their course sections. This includes but is not limited to contracting and hiring instructors, acquiring access to the relevant UCalgary systems, paying instructors in a timely and accurate way, and collecting grades.
- Act as a key liaison for instructors, maintaining relationships, communicating and supporting them throughout the section operations while navigating deadlines and business processes and policies.
Administrative Support and Team Duties
- Maintain and organize office files, records, and databases, ensuring all information is accurate and up to date and in compliance with University practices and policies (e.g. data privacy, data retention).
- Share team responsibilities, including but not limited to processing and tracking payments, overseeing instructional supplies, managing team email inbox, reporting, and other team duties.
- May provide guidance and orientation to new or existing team members.
- Support the continuous improvement of team practices, providing feedback on business processes and maintaining documentation, templates, and reference guides.
- Assist with preparing and compiling reports related to section operations, change management, and other reports.
- Assist with ContEd events and conferences, including but not limited to graduation ceremony, student orientation events, and industry conferences.
Qualifications / Requirements:
- High school diploma or equivalent required. Diploma, Associate's degree, or Bachelor's degree in administration, business, or a related field is preferred.
- A minimum of 3-5 years of experience in administrative support, preferably in a higher education or continuing education environment.
- Experience in program coordination, administration, or customer service is highly desirable.
- Proficiency in Microsoft Office Suite (Word, Outlook, and particularly Excel), knowledge of student information systems (SIS), course registration platforms, and learning management systems (LMS) is a plus.
- Strong organizational and time management skills, with the ability to manage multiple tasks and deadlines.
- Excellent written and verbal communication skills, with a professional demeanor.
- High attention to detail and problem-solving abilities.
- Ability to work independently, take initiative, and collaborate with diverse teams.
- Ability to maintain confidentiality and handle sensitive information.
- Strong interpersonal skills, with the ability to interact with a wide range of stakeholders, including instructors, students, external partners, and staff.
- Flexibility and adaptability in a dynamic and fast-paced work environment.
Application Deadline: June 6, 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 Operational/Admin 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.
