Graduate Program Administrator- Werklund School of Education

Description

The Werklund School of Education is currently seeking a Full-time Regular Graduate Program Administrator.

The Werklund School of Education (Werklund School) has more than 2500 students currently enrolled in BEd, Graduate Certificate, Graduate Diploma, MA, MEd, PhD and EdD degree programs supported by more than 160 academic and support staff. There are more than 27,000 alumni of the Werklund School that can be found in 148 countries around the world. Research informs all of our programs. In exploring how we learn and how to create conditions that enable learning, the work of our students and researchers provides a better understanding of the broad range of educational issues within our communities.

The position provides a variety of services to fairly, consistently and empathetically address the needs of graduate students as well as prospective students who are seeking admission to the our programs. Graduate Programs in Education (GPE) currently admits approximately 600 students per year with 1000 students in our programs.

The Graduate Program Administrator provides student affairs expertise related to student admission, registration and progression through their degree program to graduation. This specialist position 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. The Administrator must demonstrate strong communication skills and be comfortable dealing with diverse constituents including students, faculty, and staff. Extreme discretion must be exercised and good judgment followed. As part of the GPE Office, the incumbent will be expected to contribute to a strong foundation of teamwork, collaboration, communication within a supportive environment.

Requires high-level discretionary decision-making as well as the ability to manage multiple tasks to meet deadlines and deal with constant interruptions on a daily basis. Incumbent works with limited direction and sets own priorities and deadlines ensuring all deadlines are met or negotiated as required. The position involves constant multi-tasking and weighing of situations with full understanding of the impact of decisions. Stressors range from moderate to high. Extreme discretion must be exercised and good judgment followed. There is a high need for attention to detail. Stressors range from moderate to high.

The position reports directly to the Manager Graduate Programs in Education. This position normally works Monday to Friday, 8:30 A.M. to 4:30 P.M, 7 hours per day (35 hours per week). Due to constantly shifting priorities, evening and weekend extra hours and flexibility maybe required.

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.
• Prepares a file for each new admission as well as a master list of all applicants.
• Compiles and processes all admission and scholarship documentation including Grade Point Averages for review by the Admissions Committee.
• Students' progression through their degree program to graduation is monitored closely on a proactive and continuing basis to ensure requirements are met.
• Summarizes data and prepares reports on each students status as they proceed through their program.
• 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.
• Ensures cooperative and trusting relationships are fostered and maintained with the Faculty of Graduate Studies and other student affairs offices across campus to provide seamless and efficient student affairs processes.
• Efficient operation of the Graduate Programs in Education office occurs through a strong desire to work in a team based environment to meet team goals and to continue professional development on a regular basis.
• Provides guidance to students as well as advice on special case admissions, leaves of absence, withdrawals and unsatisfactory academic performance issues.
• Maintains essential records and statistical information required for reports by the Associate Deans, the Manager, Graduate Programs in Education, and Faculty of Graduate Studies.
• Contributes to department information for Faculty of Graduate Studies calendar submission.
• 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.
• Each Graduate Program Administrator is responsible for the day-to-day administration of their student portfolio (e.g. admissions, scholarships, general administrative functions etc.)
• Attendance at recruitment activities as appropriate.
• Is familiar with the University of Calgary Code of Conduct and conducts himself/herself accordingly in all situations when acting on behalf of the University of Calgary.
• Performs other related duties as required.

Qualifications / Requirements:

• Undergraduate degree required. Some graduate study or a master's degree preferred.
• At least 5 to 6 years of progressive student advisory experience in a post-secondary institution is required.
• 2 to 4 years of demonstrated experience with strong communication, team and customer service skills, and an ability to exercise judgment within established guidelines is required.
• 3 to 5 years of experience in a post-secondary institution supporting faculty programs is required.
• At least one year of experience administering graduate scholarships is an asset.
• Must be highly proficient in Microsoft Office applications, certification in MS Office is required.
• Must possess detailed knowledge of the framework of all graduate degree programs as detailed in University publications (e.g., University Calendar and Admission Guide).
• An in-depth knowledge and experience of university student affairs policies, procedures and core business systems is an asset.
• Knowledge of university systems such as People Soft for Student Administration is an asset.
• Knowledge of FOIP and University of Calgary Records Management System is an asset.
• Proven excellent interpersonal skills appropriate to advising students (listening, conflict resolution, diplomacy, patience, empathy), including the ability to be firm and make tough decisions are required.
• Must be able to work in a fast-paced environment with high interruptions from student, phones, staff and other inquiries which require excellent time management skills to prioritize and meet deadlines.
• Must be able to remain calm in demanding situations, and appropriately deal with stress resulting from these situations.
• Must be open to learning and development, and be willing to accept new challenges and assignments.
• Must be able to handle many complex tasks in parallel, while meeting deadlines and maintaining accuracy and quality control.
• A positive and professional attitude and the ability to work independently and as part of a team are critical to success.
• A high level of tact and professionalism and a strong work ethic are required.
• Proven excellent organizational, analytical and problem solving skills are required. A high attention to detail is required.
• Must have a clear and confident speaking voice, strong listening skills, and an ability to ask questions to clarify request information.

Application Deadline: November 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 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 ucalgary.ca.

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 (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).

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.