Graduate Program Administrator, Professional

2 weeks ago

Calgary, Canada The University of Calgary Full time

**Position Overview**

The **Graduate Science Centre** in the **Faculty of Science **is currently seeking a Full-time Regular **Graduate Program Administrator**.

**Position Description**

**Summary of Key Responsibilities** (job functions include but are not limited to):
Program Advising
- Advise current/prospective students in both a one-on-one and group setting regarding professional graduate program requirements, and university policies and procedures.
- Assist students in making informed decisions, setting short and long term goals, and fulfilling the requirements of their program choice.
- Proactively monitor student progression through their professional program to graduation to ensure requirements are met and provide advice and assistance to students on all aspects of their academic experience.
- Use a thorough knowledge of program requirements as detailed in the University of Calgary calendar to recommend programs of study that will allow students to successfully meet their goals.
- Liaise with other support departments and academic units on campus, e.g., Faculty of Graduate Studies, Registrar's Office, Scheduling, and Information Technologies.
- Resolve student program conflicts as they arise.
- Evaluate and advise students in petitions for exceptions to departmental and university requirements.
- Identify students with a low GPA or progress problems, advises students, and recommend an appropriate course of action (e.g., academic probation, dismissal).
- Monitor student academic progress toward program completion.

Program Coordination
- Communicate continually with and for the directors sharing ideas and providing advice in relation to program matters and students.
- Use creative skills to perform and assist with the professional program webpage updates to ensure that the information published on the GSC website is timely, accurate and easy for prospective and current students to view and make decisions.
- Develop new and streamline existing administrative processes.
- Acknowledge and respond to requests and general inquiries.
- Provide support for various Professional Graduate Programs and related events.
- Liaise with the Faculty of Graduate Studies Scholarship team on all matters related to student funding.
- Provide enrolment controls on student accounts regarding course registration and check the course prerequisites.
- Coordinate and oversee the approval process for the graduate student convocation lists.
- Maintain records and files to ensure that information is up-to-date, recognizing that this information must be kept accurate and current for use by others.
- Professionally represent the programs at functions both internal and external to the campus.
- Monitor, initiate review, and implement changes to the professional graduate programs.
- Advise and make recommendations to the program directors and the relevant committees.

Other
- Identify professional development needs and skill priorities; continue own personal development, learning and training; keep current with post-secondary developments.
- Adhere to all university policy and regulatory requirements, including FOIP legislation.
- Liaise with Enrolment Services, Graduate Studies, and other units as appropriate.
- Participate in cross-training to assist in other areas when needed and meet Graduate Science Centre priorities.
- Attendance at recruitment activities as appropriate.

**Qualifications / Requirements**:

- Undergraduate Degree or Master's preferred or equivalent experience.
- 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.
- Experience dealing with interdisciplinary programs and liaising with various stakeholders would be an asset.
- Experience with professional students, a unique clientele who expect a higher level of service and faster turnaround times than is the norm would be an asset.
- Strong planning, time management and organizational skills, as well as effective decision-making, multitasking and problem-solving ability in a deadline driven, high volume environment required.
- A positive and professional demeanour is essential.
- Ability to think and act quickly and effectively under pressure, exercising initiative, tact, diplomacy, discretion and good judgement is 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.
- Excellent written, oral and presentation skills are required.
- Demonstrated ability to be resourceful, creative, innovative, and flexible required.
- 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, advanced Excel

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