Position Overview
The Arts Students’ Centre (ASC) in the Faculty of Arts is currently seeking a Full-time Regular Manager, Advising and Administration.
This position reports to the Manager, Arts Students’ Centre, with accountabilities to the Associate Dean, Undergraduate Programs and Student Affairs and the Associate Dean, Teaching, Learning and Student Engagement.
The Manager, Advising and Administration is an in-person role and will be responsible for the overall operation of undergraduate program advising services and related administration in the Faculty of Arts. This includes communicating Faculty of Arts procedures to the broader university community and providing updates and insights from other units to the ASC team. In addition to being the reports-to manager for a team of eight Undergraduate Program Advisors (UPAs) and one Senior Undergraduate Program Specialist, this role also works closely with other members of the Arts Students’ Centre team to ensure all processes connected to undergraduate programs, advising services and student engagement are meeting the needs of the faculty. This role is also responsible for the management and day-to-day transactions (e.g., minute taking, course scheduling, etc.) that support non-departmentalized courses and certificates, academic misconduct and the curriculum and academic review (CARC) process. Occasional attendance at events outside of office hours is required.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):
Leadership
- Full managerial discretion for direct reports, including recruitment, performance management, training and discipline up to and including termination.
- Promote a collaborative team environment through excellent role modeling and coaching, training, and assigning work fairly and in a way that ensures breadth of skill and development of the team.
- Ensure that effective operations and a high level of quality assurance are maintained at all times, so that students consistently receive professional and fair treatment.
- Provide strong leadership and use excellent communication, problem-solving and analytical skills to lead and motivate individuals to work cohesively in a team environment.
- Manage program-level advising policies and procedures within the Faculty, ensuring they are developed in accordance with university processes, policies, and procedures.
- Manage student communications from recruitment through to graduations.
- Liaise with other units on campus which are student focused such as the Student Success Centre, Student and Enrolment Services, Centre for International Students and Study Abroad, The Writing Symbols Lodge, etc. to ensure coordination of undergraduate policies and procedures.
- Identify professional development needs and skills priorities for the undergraduate student support team
- Participate as a contributing member on several Faculty of Arts committees and university-wide committees.
Program Management
- Support the ASC manager, Associate Deans and Undergraduate Program Directors (or equivalent) to ensure that advising and related administrative needs for Faculty of Arts students are being met.
- Review policies, procedures and processes regularly to ensure efficiency.
- Provide support on complex advising matters, escalated issues, and system troubleshooting.
- Resolve any escalated student program conflicts as they arise.
- Generate collaborative relationships within the Faculty of Arts and the greater university community ensuring timely communication related to undergraduate support is shared with all stakeholders.
- Gather, analyze, and report on relevant statistical information to improve the student advising services and faculty support.
- Create and update communication plans to target populations.
- Work with Undergraduate Program Directors in the departments and schools in the Faculty of Arts to recommend and monitor adjustments to policies and procedures.
- Manage courses and programs that do not have a departmentalized home. This includes directing the work of the Engagement Assistant as well as performing routine transactions (i.e., timetabling and sessional hires).
- Assist with Academic Misconduct process as necessary.
Other
- Adhere to all university policy and regulatory requirements, including FOIP legislation.
- Attendance at recruitment and other events/activities as appropriate.
- Continue own personal development, learning and training; keeps current with post-secondary developments.
Qualifications / Requirements:
- A four year undergraduate bachelors degree is required; it is an asset if the degree is in a Faculty of Arts discipline.
- Minimum 5 years of experience managing a team, including 3 years in a university environment required.
- Previous experience working with post-secondary students is required.
- Excellent leadership skills, with an ability to work independently and as part of a team, be proactive and self-directed.
- Demonstrated ability to supervise, organize, motivate, manage performance, mentor and develop staff.
- Excellent oral, written and interpersonal communication skills.
- Ability to resolve conflicts related to highly sensitive and confidential matters and dealing with escalated and/or emotional issues empathetically and professionally.
- Demonstrated ability to develop and implement strategies to provide value-added service to students and the campus community.
- Comprehensive knowledge of the framework for the University of Calgary undergraduate degrees and related policies and procedures, particularly for programs in the Faculty of Arts.
- Knowledge of policies, procedures and practices related to student affairs.
- Strong organizational and planning skills with the ability to establish priorities, manage multiple demands and meet deadlines.
- Demonstrated ability to identify and analyze business needs and participate in the development of budgets, goals, objectives, policies and procedures; including aligning staff and resources to achieve targets.
- Expertise with university business systems such as PeopleSoft, PureCloud, D2L, and Microsoft Office applications and the ability to develop processes and utilize technology to increase efficiencies.
Application Deadline: July 25, 2022
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.
Additional Information
This position is classified in the Management Career Band, Level M1 of the Management and Professional Staff Career Framework.
To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information about the Faculty of Arts, visit Careers in the Faculty of Arts.
The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.
About the University of Calgary
The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, 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).
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.