Graduate Program Administrator, Faculty of Science

Description

The Graduate Science Centre is currently seeking a Full-time Limited Term Graduate Program Administrator for approximately 6 months.

Reporting to the Manager, Graduate Student Centre, the Graduate Program Administrator (GPA) provides student affairs expertise related to student admission, funding, registration and progression through their degree program to graduation. This role is accountable for providing accurate information and guidance to students on procedures, policies, and regulations and administer all aspects of student affairs processes from pre-admission to graduation.

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

• A detailed knowledge of degree program requirements is maintained and up-to-date.
• Compiles and processes all admission and scholarship documentation including Grade Point Averages for review by the Admissions/Scholarships committees.
• Advise current/prospective students in both a one-on-one and group setting regarding degree requirements (including admissions, course registration, oral and candidacy examinations, scholarships, etc.) and university policies and procedures.
• Provide advice and assistance to students on all aspects of their academic experience, including progression and requirement matters for their chosen degree.
• Communicates all timelines and deadlines pertaining to graduate students.
• The integrity of information provided to students when advising is ensured and is offered with discretion and tact to avoid misunderstandings or difficult encounters.
• Support all academic related processes of graduate student support from admissions up to graduation within the graduate student lifecycle.
• Maintain comprehensive knowledge of admission criteria and degree program requirements for all Faculty of Science programs as well as the selection criteria of high demand and quota programs.
• Develop rapport with advisees, faculty and campus staff to create and maintain open and collaborative relationships.
• Foster and maintains cooperative and trusting relationships with the Graduate Studies, Enrolment Services and other student affairs and service offices across campus in order to provide seamless and efficient student support processes.
• Attendance at recruitment and other events/activities as appropriate.
• Liaise with the Graduate Program Directors on all aspects of a student's file (e.g., scholarship, reporting, program requirements, etc.).
• Liaise with the GAT allocators in regards to teaching assignments and ensure that AoADs and Offer Letters are processed and generated accordingly by following the GSA Collective Agreement.
• Maintain records and files to ensure that information is as up-to-date as possible, recognizing that this information must be kept accurate and current for use by others.
• Compile and update student funding information (e.g., GAT, RA, visa differentials, and other award funding) for the GSC records and pass it on to the Business Operations team for pay entry ensuring student payment distribution follows the departmental funding policy and scholarship terms of reference.
• Ensures that the information published on the Graduate Program web pages is timely, accurate and easy for prospective and in-program students to view and make decisions.

Qualifications / Requirements:

• A minimum of a 4 year undergraduate degree is required, preferably in Sciences; master's degree would be an asset.
• At least 3-5 years progressive student affairs experience required, preferably within graduate studies.
• Experience working in a large, dynamic team with proven personal effectiveness and productivity is required.
• Strong planning, time management and organizational skills.
• Proven effective decision-making and problem-solving ability in a deadline driven role is required.
• A positive and professional demeanour is essential.
• Excellent written, oral and presentation skills are required.
• Ability to think and act quickly and effectively under pressure, exercising initiative, tact, diplomacy, discretion and good judgement is required.
• Demonstrated ability to be resourceful, creative, innovative, and flexible required.
• Proven ability to manage heavy workload, stress and multiple priorities with high level of initiative, flexibility, thoroughness, accuracy, and attention to detail is required.
• The ability to work independently to tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines is required.
• Advanced Computer skills including MS Office Suite (including Word, Outlook, PowerPoint, and Excel) and PeopleSoft required; knowledge of related software (e.g., Electronic Document Management Systems, Qualtrics, Power BI) is an asset.
• Ability to interpret policies, procedures and regulations is required.
• Experience with web content management systems will be considered an asset.
• Knowledge of university policies and procedures associated with the portfolio supported including the academic calendar is an asset.
• Knowledge of the Freedom of Information and Protection of Privacy Act and the Student Misconduct and Academic Appeals Policy would be an asset.
• Ability to build relationships to accomplish goals with a diverse groups within and outside of the Faculty of Science essential.

Application Deadline: April 30, 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 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

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.