University of Calgary
UofC Navigation
Share this Job:

Graduate Program Administrator, Graduate Science Education, Cumming School of Medicine

This job posting is no longer active

Job ID: 14022

Updated: November 2, 2017

Location: Foothills Campus

Position Overview

Graduate Sciences Education in the Cumming School of Medicine is currently seeking a Full-time Temporary Short Term Graduate Program Administrator for approximately 5 months.

This position will report to the Manager of Graduate Science Education in the Cumming School of Medicine and works as part of a team that supports the centralized operation of the Office of Graduate Sciences Education which provides services to graduate and other students, faculty members, graduate coordinators and administrative units.

High to moderate stress levels throughout the year, with peak periods being mid-July to mid-October and January - February. 

Ability to take initiative required.


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
  • Provides smooth, efficient and effective administration of graduate programs with accurate and timely advisory and graduate program administrative assistance to the Graduate Program Director(s)

  • Manages and prepares admissions for review: including calculating grade point averages on Canadian and International transcripts, ensuring all official documentation is received and adheres to FGS regulations, and offers admission to successful candidates

  • Primary contact, acts as student liaison/advisor providing current information and procedures about the graduate program from initial enquiry, application for admission, acceptance/admission, progress in program meeting FGS, GSE and graduate program requirements and processes, candidacy and/or thesis exams, and completion of program

  • Collaborates in developing, recording, communicating and implementing program procedures related to the efficient and effective operation of the graduate program(s) with stakeholders

  • Administers all aspects of the assigned graduate program(s): maintains student records and files, coordinates scholarship competition processes, and meets deadlines for GSE office and the FGS in all matters pertaining to annual registration, progress reports, supervisor and supervisory committees, examinations, etc

  • Ensures administrative requirements for the FGS are met with respect to program requirements, student admissions, continuing students and scholarships. Processes program allocations in keeping with policy: payments, monitoring and tracking and assisting program directors regarding financial planning for the graduate program

  • Prepares and provides program(s) statistical or budget reports and other ad-hoc information for the Graduate Program Director(s), Office Manager and the Associate Dean

  • Responsible for the maintenance of the graduate student database relative to the graduate program, program web pages, recruitment materials and maintaining central e-mail student lists and disseminates information as required

  • Preferred skills with PeopleSoft and SharePoint. Desired experience and familiarity with educational institution administration, policies and processes

  Qualifications / Requirements:

  • Undergraduate degree with a minimum of 3 years' experience
  • Solid knowledge of University, Faculty of Graduate Studies and Departmental regulations, policies and procedure an asset
  • Knowledge of University systems such as PeopleSoft and EDMS an asset 
  • Excellent working knowledge of Microsoft Office applications (Word, Access, Excel).
  • Good organizational and time management skills
  • Excellent written and verbal communication skills
  • Teamwork and ability to liaise with other departments within the University is essential  

Application Deadline:  October 20, 2017

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 about the Cumming School of Medicine visit Careers in the Cumming School of Medicine.

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

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 professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


Need help?

View our Application FAQs for answers to common questions regarding the application and selection process.