Position Overview

The Faculty of Graduate Studies is currently seeking a Full-time Regular Graduate Program Officer.

The Graduate Program Officer (GPO) reports to the Manager, Graduate Student & Program Support with day-to-day supervision from the Team Lead. This position works both independently and as part of a team of GPOs to carry out the day-to-day student record administration operations of the Faculty of Graduate Studies (FGS). GPOs have oversight and administrative responsibility for 1200-1400 student files across a portfolio of course-based and thesis-based graduate programs. The incumbent will represent graduate program services across campus, acting as a liaison and expert resource for graduate programs and providing training and support for graduate program staff. A high level of concentration is required to handle multiple tasks in a position that is driven by constant deadlines and a high volume of time-sensitive requests from students and graduate programs. Stress levels can be high during busy periods and due to an environment of constant change and shifting priorities. Strong communication, teamwork, and customer service skills are required, as is the ability to exercise sound judgement based on specialized knowledge to ensure high quality service is maintained within established regulations and guidelines, ensuring FGS policies and procedures are adhered to, and exceptions are forwarded for review/ruling. The impact of error or delay is high and inaccurate guidance may have a serious impact on a student, graduate program, or faculty.

GPOs support the mission of the Faculty of Graduate Studies by providing exceptional service to students, staff, and faculty. They play an important role in administering processes and monitoring graduate student files to ensure that Faculty regulations are met at each stage of the graduate student lifecycle: admission, registration, supervision, examinations, and graduation/convocation. GPOs provide expert knowledge about FGS policies, procedures, and academic regulations, including student fee assessments. They work closely with graduate program staff to provide direction and guidance on student files. They refer exceptions to the Manager or an Associate Dean for a ruling as appropriate. GPOs are experts in the institution’s student information system (PeopleSoft Campus Solutions) and associated systems, including the graduate online application for admission. GPOs also are engaged in projects that promote efficiency and quality in student program services. They may participate in teams with staff from other units to assist in communication and the integration of graduate student program services across campus.

Position Description

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

• Responsible for the administration of graduate student records within a defined portfolio
• Carefully reviews and monitors student files to ensure that students: have the appropriate credentials upon admission; maintain registration; are assessed the correct fees; have appropriate supervision; complete all examination requirements; and complete all program requirements within the required timelines.
• Ensures registrarial requests (e.g., changes of program/specialization, leaves of absence, changes of course registration, etc.) are processed efficiently and deadlines are met.
• Refers any exceptions to FGS regulations to an Associate Dean, the Manager, or the FGS Exceptional Requests Review Committee (ERRC) for resolution
• Supports graduate student wellness/success through direct referrals to the Graduate Academic & International Specialists as needed.
• Ensures any issues resulting from the monitoring of graduate student files are dealt with in a timely, professional, and courteous fashion, and followed up until they are resolved. Provides expertise and guidance in troubleshooting issues and challenges that arise.
• Responds in a timely and courteous manner to inquiries from graduate students, graduate program staff, and faculty members, providing accurate information about FGS policies and procedures.
• Develops strong working relationships with graduate program staff, and fosters open and continuous lines of communication between FGS and graduate programs.
• Supports effective ongoing support for graduate program staff, ensuring that: FGS policies and procedures are explained, job aids and process documents are maintained (GRADnet), and, where appropriate, provide training on business processes and the use of PeopleSoft, the online application for admission, and the electronic document management system (EDMS).
• Contributes to and maintains internal process documentation (FGSnet)
• Contributes to other graduate student services initiatives, such as monthly graduate program staff workshops for GPAs.
• Works with the Graduate Student Services team and other GPOs to ensure the online application system for admission, EDMS, thesis submissions, and clearing students for convocation, all operate effectively and that any problems are solved in a timely fashion.
• Ensures graduate student services are represented effectively on committees both within and outside FGS.
• Provides subject matter expertise on projects pertaining to graduate student services and the student information system (PeopleSoft).

Qualifications / Requirements:

• An undergraduate degree is required
• Understanding of the University’s mission and values
• 3 to 5 years of experience in a central student services role, providing support across multiple faculties and units
• Strong written and verbal communication skills are required, as well as strong interpersonal and relationship-building skills
• Demonstrated ability to work effectively as part of a team
• Strong organizational skills and demonstrated ability to thrive in a fast-paced environment
• Experience creating process documentation such as job aids and training materials
• Expert knowledge of standards and practices related to student services and of UCalgary/FGS policies and procedures is a strong asset
• Intermediate to advanced Microsoft Office (Outlook, Word, Excel, SharePoint, Teams) skills are required
• Expert knowledge of University systems (PeopleSoft Campus Solutions, EDMS, etc.) is a strong asset

Application Deadline:  October 3, 2023

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 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

UCalgary is Canada’s entrepreneurial university, located in Canada’s most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada’s leader in the creation of start-ups. Start something today at the University of Calgary. 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 ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities , and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role. 

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.