Position Overview
The Office of Graduate Science Education in the Cumming School of Medicine is currently seeking 2 Full-time Regular Graduate Program Administrator(s).
The position reports to the Manager, Operations, GSE, with accountabilities from the Associate Dean Graduate Science Education, Operations Manager, and Team Lead, Graduate Program Administration. In-scope supervision is provided by the Team Lead.
Works as member of the team that supports the centralized operation of the Office of Graduate Science Education, Cumming School of Medicine which provides services to graduate and other students, faculty members, graduate program directors and administrative units.
The primary purpose is to provide smooth, efficient and effective administration of the Graduate program(s) with accurate and timely advisory and graduate program assistance to the Graduate Program Director(s) (GPD), students, faculty and staff.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):
- Respond courteously, accurately and in a timely manner to all inquiries
- Acts as primary contact for general information about the graduate program(s)
- Advise current students and their supervisors on all policies, procedures, requirements and deadlines to ensure an administratively smooth path from their initial registration to convocation
- Communicate regularly with the GPD(s), sharing ideas and advice or any alerts in relation to graduate matters
- Acts as liaison with other units on campus on behalf of students and the GPD(s)
- Monitor and maintain student files and records from starting inquiry, initial registration through to convocation, ensuring that all deadlines and requirements are met
- Ensure that applicable payments are entered by the deadline for accurate and timely processing for payment
- Administrator for the relevant graduate program(s) Graduate Education Committee
- Pleasantly and professionally develop and maintain good relationships with other units on campus, being the initial contact with those inquiring about the graduate programs, it is very important to build a positive impression of both the Departments and the University
- As a member of the Graduate Science Education Office staff, works independently and cooperatively to effectively provide the following centralized services
- Compiles all admission files for review, including advising prospective students on admission requirements and steps during initial enquiry, calculating grade point averages on Canadian and International transcripts, ensuring all official documentation is received and adheres to Faculty of Graduate Studies regulations and offers admission to successful candidates
- Processes applications to the program(s) and coordinates the review of applications for admission to the graduate program(s). Develops and implements procedures related to the efficient and effective operation of Cumming School of Medicine graduate programs in collaboration with colleagues, Graduate Program Director, program Graduate Education Committee, Associate Dean, and Manager, Graduate Science
- Assists, as needed, alongside the Graduate Program Director(s), Associate Dean (Graduate Science Education), and the Faculty of Graduate Studies to mitigate student difficulties
- Ensures that program policies and procedures, including any updates and communicating them to current and prospective graduate students, faculty and the Graduate Program Director(s)
Qualifications / Requirements:
- Undergraduate degree required
- 3-5 years of experience in a post-secondary environment
- Minimum of 2 years of experience in a student advisory role required
- Solid knowledge of University, Faculty of Graduate Studies and Departmental regulations, policies and procedures
- Knowledge of University systems such as PeopleSoft (Student Administration module) and EDMS
- Excellent working knowledge of Microsoft Office applications (Outlook, Word, Access, Excel) required
- Strong command of written and verbal communication
- Must possess good organizational and time management skills, as well as excellent written and verbal communication skills
- Highly developed interpersonal skills and an ability to work with a wide variety of stakeholders required
- Ability to perform thorough, accurate and complete work
- Demonstrated ability to prioritize and organize work, handle multiple tasks and meet deadlines. required
- Demonstrated ability to build strong working relationships and respond to difficult or demanding situations calmly and effectively required
- Ability to listen actively, understand the needs of others and exercise compassion
- Ability to interact with faculty, students, coworkers and the public in a professional and friendly manner
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 II.
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 Cumming School of Medicine.
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.