Position Overview
The Undergraduate Science Centre in the Faculty of Science is currently seeking a Full-time Regular Undergraduate Administration Team Lead.
The Faculty of Science has been catalyzing change and inspiring discovery, creativity, and innovation for over 50 years. Our strategic direction integrates current and emerging strengths with areas targeted for future growth and investment. Our strategic priorities, goals, and values guide our mission to advance research, scholarship, and innovation, create authentic learning experiences, and inspire careers of the future. We fuel transformational change, and build a strong community through teaching, learning, research, scholarship, and collaborative partnerships. We do this work to generate curiosity-drive discovery and contribute solutions to society’s grand challenges. For more information, visit science.ucalgary.ca.
We thrive in the dynamic context of the University of Calgary, one of Canada’s most youthful and innovative universities. We are a bold and ambitious research university, grounded in innovative learning and teaching, fully engaged in Calgary’s entrepreneurial spirit.
Reporting to the Manager, Undergraduate Science Centre, the Undergraduate Administration Team Lead will provide expert support and advice for the undergraduate science chapter of the Academic Calendar, high level support to the Associate Dean (Undergraduate Programs and Student Affairs), department Associate Heads and Program Directors, and the Manager, Undergraduate Science Centre to optimize timetabling and course restrictions and enhance the student academic experience. This position also leads a team of Undergraduate Administrators to support all undergraduate programs in Science.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):
Leadership, Training and Support:
- Support the Associate Dean (Undergraduate Programs and Student Affairs), department Associate Heads and Program Directors in making decisions related to undergraduate affairs by pulling data from advising and reporting systems (e.g. PeopleSoft, Cognos, PowerBI and Tableau) and providing recommendations and analysis.
- Act as a role model, mentor, and coach to team of Undergraduate Administrators, dealing effectively with complex issues using expertise, judgement, and professionalism.
- Support on-going training for Undergraduate Administrators (including both spontaneous training as questions arise and structured reviews of topics in staff meetings).
- Support all academic related processes of undergraduate student support including timetabling, course outlines and general course support, academic misconduct, exam support, and course evaluations
- Responsible for the workload coordination of the Undergraduate Administrative team
- Act as a resource to departmental Associate Heads and Program Directors, including assisting in training and developing job aids.
- Initiate, develop, and implement advising / administrative aids and support documentation for policies and curriculum changes.
- Support the Faculty of Science on institutional changes and system upgrades.
- Participate as a contributing member on several Faculty of Science committees and university-wide committees.
Academic Calendar:
- Provide expert advice to departments and programs on proposed Calendar changes, including impacts, appropriate Calendar language, and systemization / implementation of changes.
- Participate in a leadership role on the Faculty of Science Curriculum and Academic Review Committee (CARC).
- Lead Calendar changes through the governance process, including presenting changes to the Calendar and Curriculum Subcommittee (CCS) Working Group, and submitting all documentation and summaries in the appropriate format.
Timetable Management and Support:
- Research timetabling best practices and provide recommendations on process improvement
- Review course offerings within the Faculty of Science including reserve capacities, requisites, low enrollment courses, and scheduling conflicts (particularly for multi-disciplinary programs).
- Provide timetabling training and support to department administrators.
- Work with departments to estimate course demand and identify course offerings which are significantly out of line with demand.
- Assist in setting strategic enrollment capacities based on estimated demand.
Other:
- Undergraduate records coordination
- Identify professional development needs and skill priorities; continues own personal development, learning and training; keeps current with post-secondary developments.
- Adhere to all university policy and regulatory requirements, including FOIP legislation.
Qualifications / Requirements:
- Post-Secondary degree or diploma (or equivalent) in related field required.
- Minimum 5 years of experience within student affairs or program advising required.
- Minimum 2 years of experience in progressive leadership required.
- Experience working in a large, dynamic team with proven personal effectiveness and productivity is required.
- Excellent interpersonal and communications skills required.
- Proven organizational skills, multitasking and high attention to detail required.
- Ability to think critically and creatively under pressure while exercising good judgement and discretion required.
- Demonstrated ability to be resourceful, creative, innovative, and flexible required.
- The ability to work independently to tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines is required.
- Advanced Computer skills including MS Office Suite (including Word, Outlook, PowerPoint, and Excel) required.
- In-depth knowledge of academic calendar including the ability to interpret policies, procedures and regulations would be an asset.
- Previous experience with PeopleSoft (Student Administration) is considered an asset.
- Knowledge of university policies and procedures associated with the portfolio supported is an asset.
- Knowledge of the Freedom of Information and Protection of Privacy Act and the Student Misconduct and Academic Appeals Policy would be an asset.
- Ability to build relationships to accomplish goals with diverse groups within and outside of the Faculty of Science essential.
Application Deadline: July 18, 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 Specialist/Advisor Job Family, Phase 3.
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 visit Careers in the Faculty of Science.
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.