Graduate Program Officer, Faculty of Graduate
2 weeks ago
**Description**
The **Dean's Office** in the **Faculty of Graduate Studies** is currently seeking 2 Full-time Regular **Graduate Program Officer.**
Reporting to the Manager, Graduate Student & Program Support, the Graduate Program Officer (GPO) works both independently and as part of a team of GPOs to carry out the day-to-day student record administration operations of the Faculty of Graduate Studies (FGS). GPOs have oversight and administrative responsibility for 1200-1400 student files across a portfolio of course-based and thesis-based graduate programs. The incumbent will represent graduate program services across campus, acting as a liaison and expert resource for graduate programs and providing training and support for graduate program staff.
A high level of concentration is required to handle multiple tasks in a position that is driven by constant deadlines and a high volume of time-sensitive requests from students and graduate programs. Stress levels can be high during busy periods and due to an environment of constant change and shifting priorities. Strong communication, teamwork, and customer service skills are required, as is the ability to exercise sound judgement based on specialized knowledge to ensure high-quality service is maintained within established regulations and guidelines, ensuring FGS policies and procedures are adhered to, and exceptions are forwarded for review/ruling. The impact of error or delay is high and inaccurate guidance may have a serious impact on a student, graduate program, or faculty.
**Summary of Key Responsibilities** (job functions include but are not limited to):
- Responsible for the administration of graduate student records within a defined portfolio.
- Carefully reviews and monitors student files to ensure that students: have the appropriate credentials upon admission; maintain registration; are assessed the correct fees; have appropriate supervision; complete all examination requirements; and complete all program requirements within the required timelines.
- Ensures registrarial requests (e.g., changes of program/specialization, leaves of absence, changes of course registration, etc.) are processed efficiently and deadlines are met.
- Refers any exceptions to FGS regulations to an Associate Dean, the Manager, or the FGS Exceptional Requests Review Committee (ERRC) for resolution.
- Supports graduate student wellness/success through direct referrals to the Graduate Academic & International Specialists as needed.
- 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.
- Responds in a timely and courteous manner to inquiries from graduate students, graduate program staff, and faculty members, providing accurate information about FGS policies and procedures.
- Develops strong working relationships with graduate program staff, and fosters open and continuous lines of communication between FGS and graduate programs.
- Contributes to and maintains internal process documentation (FGSnet).
- Contributes to other graduate student services initiatives, such as monthly graduate program staff workshops for GPAs.
- Ensures graduate student services are represented effectively on committees both within and outside FGS.
**Qualifications / Requirements**:
- An undergraduate degree is required.
- 3 to 5 years of experience in all aspects of student record administration, registration, admissions, and tuition & fee assessments, providing support across multiple faculties and units.
- Demonstrated ability to thrive in a fast-paced environment and manage a high volume of 1200 to 1400 student files across a diverse portfolio of programs.
- Experience creating process documentation such as job aids.
- Demonstrated ability to work effectively as part of a large team and with multiple programs across campus.
- Required expertise in standards and practices across the student academic journey and of UCalgary/FGS policies and procedures including supervisory policies, examination policies, tuition & fees.
- Experience in dealing with exceptional and complex student cases related to financial hardship, personal emergencies, or health-related issues in a timely and sensitive manner.
- Experience in training, guiding, and troubleshooting with program staff across different faculties on FGS policies, procedures, PeopleSoft, EDMS and student administration processes.
- Intermediate to advanced Microsoft Office experience especially with Outlook, SharePoint, & Teams.
**Application Deadline**: May 14, 2024
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 t
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Calgary, Alberta, Canada University of Calgary Full timeDescription The Dean's Office in the Faculty of Graduate Studies is currently seeking 2 Full-time Regular Graduate Program Officer.Reporting to the Manager, Graduate Student & Program Support, the Graduate Program Officer (GPO) works both independently and as part of a team of GPOs to carry out the day-to-day student record administration operations of the...
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