Position Overview

Continuing Edcuation is currently seeking two Full-time Limited Term Program Coordinators for approximately 2 years.

In support of the University of Calgary’s core principles and financial objectives, Continuing Education is an academic unit with a mandate to respond to the needs of the community by facilitating the development of, and access to, lifelong learning opportunities. Serving 12,000 students annually, it is expected to fund, through revenue generation, the majority of its operational costs while contributing financially to the University. The success of University of Calgary Continuing Education (UCCE) in meeting its business target in a competitive environment is dependent upon providing highly effective client service and quality programs.

This position reports to the Manager, Service Delivery and works closely with Program Managers, Student Services, Program Assistants, and other Program Coordinators in a cross-functional team environment. The ability to have high attention to detail, manage time effectively, multi-task, work in a collaborative environment, communicate effectively and handle a high volume of work during peak periods is essential to this position.

Program Coordinators are responsible for the operational and logistical aspects of course delivery. They ensure section information is accurately entered into Destiny One (the UCCE Registration System), course materials are ordered and prepared for course start, rooms and comm/media are booked, instructors are assigned to courses, and courses are running at minimum requirements to meet financial and pedagogical standards.

Under minimal supervision, the Program Coordinator provides information and guidance to Instructors regarding the hiring and onboarding process, classrooms, comm/media, scheduling, cancellations, and any changes to course sections. Program Coordinators complete tasks to ensure new instructors have the required IT access and are entered into the system according to their employment status (employee or vendor). The Coordinator is responsible for accurately entering all course section information into the Destiny One registration system within the program areas assigned to their portfolio. They also order course materials and ensure delivery, if necessary. Program Coordinators work very closely with the Program Managers to ensure the operational details they are responsible for, and the program plans of the Program Manager are aligned. The Program Coordinator will resolve moderately complex issues using their judgment within established guidelines.

Position Description

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

Program/Course Support:

  • Adhere to and support relevant business processes, including but not limited to: cancel section; add new section; monitor enrollment; prepare for course section start; implement academic plan
  • Enter course section data into the Destiny One registration system following prescribed rules to ensure consistency of information and messaging for students and staff
  • Create detailed annual program area checklist
  • Book facilities such as classrooms and computer labs as required through relevant booking systems
  • Order and prepare materials and supplies for distribution to students in face-to-face courses, through the bookstore, publisher, and campus print shop
  • Request and order audio visual equipment and resources for courses
  • Prepare and distribute course pre-session information packages when required
  • Review data to make course section go/no-go decisions
  • Review final grades in the Destiny One registration system
  • Prepare and monitor student exams and/or make-up exams outside of scheduled course sections

Instructor Support:

  • Adhere to and support relevant business processes, including but not limited to: provide UCIT access; hire Instructor (as Vendor/Employee); onboard and off-board instructor
  • Establish strong working relationships with instructors and ensure all arrangements are in place for their delivery of a quality course
  • Confirm instructor availability and instructor scheduling based on the academic plan developed by Program Managers and Associate Directors
  • Accurately prepare and distribute Instructor contract letters and provide any additional information as necessary
  • Ensure supporting documentation for contract payments is on file and forms part of the instructor file
  • Ensure instructor payments are posted to the appropriate payroll system or requisitions are entered for contract for service payments
  • Order resource materials, equipment and supplies for instructors
  • Help instructors troubleshoot basic issues with the Learning Management System and guide them to further resources available for support
  • Update instructor profile in the Destiny One registration system as needed
  • Monitor and track Instructor onboarding and other professional development as assigned by the Program Manager

Administrative Support:

  • Manage records in compliance with University policy (i.e. retention and destruction)
  • Process payments for supplies, instructional services, and other services
  • Provide back-up support for team and program area email and online inquiries
  • Maintain instruction and course supplies
  • Provide feedback on relevant business processes
  • Welcome visitors to UCCE and assist with their inquiries
  • Assist with the annual graduation ceremony and other UCCE events and conferences

Student Support:

  • Provide back-up support and coverage within the Service Delivery team
  • Provide information and assistance on admissions, program requirements, assessments, exceptions, graduation and course scheduling to students
  • Process course registrations, transfers/withdrawals and fee transactions
  • Process payments made by credit/debit card, cheque, cash, or invoice

Marketing Support:

  • Assist with the advertising and promotion of courses, programs, and promotional materials by using a wide variety of communication tools
  • Review and update promotional information that includes program timetables and course information available for viewing on the continuing education web site
  • Ensure information is accurate and consistent in print and online resources

Qualifications / Requirements:

  • Completion of a level of education equal to an office administration certificate or diploma program
  • Minimum 2 years’ experience working in an office setting; a post-secondary environment is preferred
  • Experience coordinating multiple data sources and completing accurate data entry in a web-based system is required
  • Experience with comm/media and facility booking required
  • Proven experience liaising with external and internal stakeholders is required
  • Experience in the following systems: Destiny One, Ad Astra, Verba, Desire2Learn is an asset
  • A combination of relevant education and experience will be considered
  • Experience working within a diverse, student-focused environment is an asset
  • Ability to perform multiple and varied tasks and to change priorities in a fast paced environment
  • Good judgment, initiative, tact and diplomacy in dealing with the frequent interactions with students, instructors, staff, University departments and external organizations
  • Intermediate skills in Microsoft Office (Word, Excel, Outlook), including sorting and filtering in Excel, required
  • High degree of comfort with technology and web-based platforms is required
  • Ability to set priorities, meet deadlines and must have a keen attention to detail
  • Strong file management skills required
  • Strong written and verbal communication required
  • Proven ability to adapt to changes in technology, processes and procedures is required
  • Time management, organizational and problem solving skills
  • Positive attitude and demonstrated ability to be a collaborative team member

Application Deadline:  July 26, 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 part of the AUPE bargaining unit, and falls under the Operational/Admin Job Family, Phase 2.

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

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.


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