Scholars Academy Program Assistant, Student Experience and Support

Description

The Student Success Centre in Student Experience and Support is currently seeking a Full-time Limited Term Scholars Academy Program Assistant for approximately 12 months.

This position reports to the Director, Student Success Centre, and receives daily direction from the Coordinator, Scholars Programs. The Scholars Academy Program Assistant works to support highly academically engaged students through providing reception and front-line advising support to students within the Scholars Academy Program and the Aspire Program. The Program Assistant will assist with program planning and development, mentor, and mentee training, supporting communications with participating students and the Scholars Academy Council, and booking advising appointments with the Coordinator, Scholars Programs. The Program Assistant will also recruit, train and mentor student mentors and play a key role in ensuring the success of volunteer supported programming. The Assistant will support the Program Coordinator who works specifically with the University's Scholars Academy students in developing academic and leadership skills to ensure strong candidacy for national and international scholarships and other high-profile honours.

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

• Plays a key role in recruiting, training, scheduling and supervising peer volunteers for Aspire Programming.
• Provides frontline advising to students in the Scholars Academy program regarding awards dates and deadlines, available resources and programming.
• Coordinates primary communication for Scholars Academy and Aspire (central email accounts, assisting and resolving inquiries, triaging student needs, and making referrals to appropriate SSC resources and staff, responding and tracking incoming and outgoing correspondence).
• Ensures the provision of excellent customer service to students, triaging student concerns and providing appropriate information and referrals to ensure student needs are addressed.
• Assist with planning the annual Scholars Academy retreat, including working with the Coordinator to develop the itinerary, manage all location bookings, book presenters, and develop activities for the students.
• Manage room bookings and catering orders for all meetings and special events.
• Support the Coordinator and Academic Strategist (First Year Students) with the coordination of special events for Scholars Academy and Aspire students, including arranging Speaker Series, and booking SAP student's attendance at prestigious University events and important lecture opportunities.
• Assist with the annual implementation and oversight of the Mentorship Program for the students in the Scholars Academy, including planning mentor/mentee training sessions and events.
• Monitor major scholarship processes, including required qualifications and application deadlines and ensure students are aware of these processes; update Scholars Academy website accordingly and ensure critical information is included in monthly newsletter.
• Assist with annual Scholars Academy recruitment and application process, including communication of application process to the campus community, and coordinating and booking interviews.
• Support Coordinator through regular updating of website and program materials.
• Assist with the program's promotion through implementation of monthly newsletter for Council and students in both the Scholars Academy and the First Year Scholars program.
• Work with the Coordinator, Scholars Programs and the Academic Strategist (First Year Students) to coordinate all administrative aspects of the Scholars Academy Program and the Aspire Program.
• Support all administrative aspects of the recruitment of students into the Scholars Academy program.
• Coordinate the Scholars Academy professional development awards program, including coordination of selection committee, reconciling receipts for students who have received awards and ensuring expense claims are submitted in a timely fashion and follow University policy and procedures.
• Support some administrative aspects of the cohort service projects (ensuring student understanding of and compliance with University policy and procedures, assisting with expense reimbursement etc.)
• Prepare documents and reports for Advisory Council meetings and record minutes for the Advisory Council meetings.

Qualifications / Requirements:

• University degree required.
• 1-2 years of experience working within student affairs / student services within a post-secondary environment required.
• Experience with website maintenance, social media and event communications required.
• Strong sense of professionalism and the ability to work effectively with stakeholders who are both internal and external to the University.
• Demonstrated commitment to exceptional, proactive student service.
• Outstanding interpersonal communication skills, including written, oral, and in one on one and group settings.
• Strong critical thinking, judgment, and decision-making skills.
• Abilities in problem identification, reasoning, and ability to develop original ideas to solve problems.
• Ability to work under pressure to meet strict and multiple timelines.
• Demonstrated ability to be resourceful, creative, innovative, and flexible.
• Ability to work effectively individually and as a team member.
• Experience providing information and developing presentations for students.
• Thorough knowledge of University policies, procedures and requirements including the Freedom of Information and Protection of Privacy Act (FOIP).

Application Deadline: December 10, 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 1.

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.