Lead, Graduate Program Training

Description

The Faculty of Graduate Studies is currently seeking a Full-time Regular Lead, Graduate Program Training & Support.

Reporting to the Manager, Graduate Student & Program Support, the Lead, Graduate Program Training & Support works to support graduate programs in delivering an excellent graduate student experience. The incumbent leads the development and implementation of a formal onboarding, training and development program for Graduate Program Staff (GPS), while also having oversight and administrative responsibility for their own portfolio of student files.

The Lead, Graduate Program Training & Support, supports the mission of the Faculty of Graduate Studies by providing exceptional service to students, staff, and faculty. In their capacity as a Graduate Program Officer (GPO) and to keep knowledge current, the incumbent administers a portfolio of graduate students to ensure that Faculty regulations are met at each stage of the graduate student lifecycle: admission, registration, supervision, examinations, and graduation. They provide expert knowledge about FGS policies, procedures and regularly consult with graduate program staff to provide direction and guidance on student files, referring exceptions to the Manager, Senior Director, or an Associate Dean for a ruling as appropriate.

The Lead is also responsible for the development, delivery, and continuous improvement of high-quality onboarding, training and support resources for the graduate program staff teams that work closely with the Graduate Student & Program Support team. The incumbent draws on their expert knowledge of student record administration systems and business processes, as well as FGS policies and procedures, to develop onboarding and training resources and content for graduate program staff from across the institution with inputs and contributions from GPOs and other FGS team members. This includes the development and coordination of workshops, with a standardized training curriculum and regularly scheduled sessions, as well as oversight of the resources for graduate program staff on the FGS SharePoint (GRADnet). The sucessful candidate works closely with the Team Lead, Graduate Program Officers, to ensure all GPOs have the training and resources required to provide direct one-on-one support to graduate program staff in their assigned portfolios.

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

Program Support:

• Responsible for the development and implementation of a standardized onboarding and training program for graduate program staff, using a variety of training modalities. This includes a standardized curriculum, delivery of workshops and other training sessions, and the creation and delivery of associated training materials (job aids, videos, assessment tools, documentation).
• Liases with FGS and program staff and leaders to assess and understand staff training needs, optimal modalities and scheduling for training programs.
• In collaboration with the Student and Program Support teams, develops and coordinates regular communication that needs to be shared in GRADvisor and GRADpost newsletters in consultation with Team Lead, Graduate Program Officers and Manager, Graduate Student & Program Support.
• Develops and maintains complex documentation. Oversees the resources for graduate program staff on the FGS SharePoint (GRADNet), ensuring that all information and job aids are up to date and serve as trusted resources and useful reference materials for all graduate programs.
• Supports team meetings by taking meeting minutes and maintaining record of meeting minutes by uploading them on FGSnet. Also, responsible for following up and tracking action items with the team members.

Graduate Program Officer:

• Carefully reviews and monitors student files to ensure that students: have the appropriate credentials upon admission; maintain registration; are assessed the correct fees; complete all examination requirements; and complete all program requirements within the required timelines.
• Refers any exceptions to FGS regulations in a timely fashion to the appropriate authority in the department or faculty or to an Associate Dean of Graduate Studies for resolution.
• Supports graduate student wellness/success through direct referrals to the FGS Student Team as needed.
• Ensures graduate student files are processed efficiently and deadlines are met.
• 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.

Qualifications / Requirements:

• An undergraduate degree is required. Education/credential in training/development/adult learning is strongly preferred.
• Minimum 5 years of experience in all aspects of student record administration, registration, admissions, and tuition & fee assessments, providing support across multiple faculties and units.
• Required minimum of 2 to 3 years experience developing and delivering onboarding and training, including preparing and presenting. Demonstrated experience developing training materials, including job aids, eLearning videos, and process documentation.
• Excellent oral and written communication and presentation skills.
• Expert knowledge of the Graduate Program Officer team's business processes.
• Required experience with thesis retention, convocation preparation, supervisory privilege approvals/renewal and administration of the graduate online application for admission.
• Required expert knowledge of standards and practices related to graduate student services and of UCalgary as well as FGS policies and procedures.
• Expert knowledge of university systems (PeopleSoft Campus Solutions, EDMS, etc.).
• Experience with implementing business process or system changes is an asset.
• Understanding of change management best practices.
• Required advanced Microsoft 365 skills.
• Understanding of the University's mission and values.

Application Deadline: April 26, 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.

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

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 ) and requests for accommodations can be sent to Human Resources ).

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.