Graduate Student Services Assistant, Faculty of

2 weeks ago

Calgary, Canada The University of Calgary Full time

**Description**

The **Dean's Office** in the **Faculty of Graduate Studies** is currently seeking a Full-time Temporary Relief **Graduate Student Services Assistant **for approximately 8 months.

The University of Calgary is a research intensive university with a focus on graduate education. The Faculty of Graduate Studies (FGS) has approximately 8000 registered graduate students dispersed across over 70 programs within the University, more than 25% are international. The Faculty of Graduate Studies (FGS) is the faculty of registration for all graduate students and is accountable for administration and support of graduate student affairs.

Reporting to the Manager, Graduate Student & Program Support with day-to-day oversight from the Team Lead, Graduate Student Services, this position plays an essential role in providing excellent service and a positive and productive customer experience for students and other FGS stakeholders. The work is challenged by frequent interruptions and is in a high traffic area.

This position normally works Monday to Friday, 8:30-4:30 and must be able to currently work onsite.

Applicants should include a cover letter with their resume.

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

- Create a welcoming and supportive environment that is highly responsive to student needs.
- Act as back-up for the Team Lead, Graduate Student Services for scheduling other team members as required, ensuring there is adequate staff support available to manage high volumes of visitors and/or inquiries.
- When required, assign reception and other duties to casual and student employees, monitor status and progress.
- Respond to inquiries (in-person, telephone, electronic) promptly, politely, accurately and professionally. Forward inquiries to other team members for response as appropriate.
- Listen to and interpret requests for information and services, and triage accordingly.
- Provide students, staff and faculty members with information and advice about programs and services, as well as FGS policies and procedures.
- Open, date-stamp, record and distribute mail promptly.
- Process incoming transcripts (both hard copy and digital) and upload them into EDMS/ Synergize in a timely manner.
- Process incoming dissertations/theses and submits to the Vault Thesis Repository in a timely manner.
- Understand archive retention rules for student files and documentation. Ensure daily files, records and important documents are correctly filed, labeled and stored.
- Prepare and send records with appropriate retention rules to Archives as necessary.
- Assist the Associate Dean(s) (Student/Student Experience) and the Academic & International Specialist/Advisors with triaging incoming requests, inquiries, and managing associated documentation and scheduling.
- Aid in the creation of letters and communication for Academic based issues involving students.
- Organize and contribute to smooth delivery of advising services, by assisting with scheduling, tracking, and follow up as required.
- Assist with tracking student support activities, developing reports, and analyzing statistics.
- Support the supervisory renewal process as required.
- Provide support for preparation and delivery of workshops and events.
- Record data accurately in the Student Information System (PeopleSoft Campus Solutions) and uploads documents into the Synergize Electronic Document Management System (EDMS).
- Coordinate thesis collection, documentation and shipping.
- Transform graduate student files from paper to electronic format; ensures documents are scanned and indexed accurately and quickly.
- Prepare job aids for relevant tasks and processes.
- Assist with maintenance of files related to Graduate Student Services.
- Prepare documents for archiving and send student files to Archives according to UCalgary regulations. Report issues that arise to the Team Lead, Graduate Student Services, or the Manager, Graduate Student & Program Support as appropriate, and collaborates on issue resolution.

**Qualifications / Requirements**:

- Bachelor's degree in a related field and/or a certificate or diploma in administration is required.
- Detailed and specialized knowledge of University of Calgary structure and processes related to graduate student services and administration is required.
- Able to work with accuracy in a fast-paced, multi-functional environment focused on excellent customer service to diverse internal and external stakeholders is required.
- High level of organization with the ability to manage a heavy volume of work and complete tasks efficiently is required.
- Must have positive and pleasant telephone manner, and the ability to stay calm and de-escalate challenging interactions.
- Demonstrated success as a positive, collaborative and supportive team member, able to assist with organizing the work of others.
- Demonstrated excellence in written and verbal communication skills.
- Must be results

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