Position Overview
The Department of Graduate Science Centre in the Faculty of Science is currently seeking a Full-time Limited Term Program Specialist for approximately 24 months.
Reporting to the Manager, Graduate Science Experience, the Program Specialist works closely with a Faculty of Science leadership team and the Faculty Administrative team to support graduate and undergraduate timetabling, enrolment management and graduate programs in the Faculty of Science. The incumbent will work within guidelines and frameworks, however, will be required periodically, to exercise judgment and decision-making around interpretations and applications of these, which can have a major impact on both student and program success. The incumbent understands fully the impact that their decisions will have on the programs and students. Strong organizational, analytical and problem-solving skills are required in order to deal effectively with complex tasks and issues. This position deals with routine and complex issues, providing advice and guidance to faculty members, students, and staff.
The position requires the ability to use discretion, maintain professionalism, confidentiality, and composure under pressure. The role also requires technical expertise, high-level discretionary decision-making, excellent diplomacy and strong communication skills. The incumbent must have the ability to work under pressure in an open space with multiple and simultaneous deadlines, frequent interruptions, shifting priorities and a high volume of work. In consultation with the Manager and the Team Leads, the incumbent will manage work priorities and deadlines in accordance with established procedures and faculty goals and objectives. Occasional overtime may be required during peak work periods.
The primary purpose of the Program Specialist is to act as a resource and expert advisor as related to scheduling, timetabling and enrollment management. The role is made up of three interrelated focus areas: to oversee the annual creation and submission of the timetable for the Faculty of Science graduate and undergraduate courses, to actively oversee the enrollment management of those courses throughout the year and provide accurate advice and guidance to both prospective and continuing graduate students in the Faculty of Science. The incumbent ensures students are given accurate direction and assistance regarding the programs and courses that students undertake as well as guidance on procedures, policies and regulations.
The scope of the position encompasses regular review of course enrollments, communications with key stakeholders to ensure course capacities and restrictions as well as course offerings are optimized. This position will coordinate the annual submission of the course timetable (Spring/Summer/Fall/Winter) and will review academic programs and course offerings in the Academic Calendar to provide guidance to internal stakeholders to ensure the Academic Calendar is up to date and accurately reflects faculty and program requirements.
The incumbent requires a high degree of knowledge of all Faculty of Science programs and is expected to possess in-depth knowledge of Faculty and University-level policies and regulations as well as best practices at all levels of the University structure. The incumbent is responsible for creating queries, analyzing data, identifying needs and enrollment issues, tracking room utilization, producing detailed statistical reports from which efficient, effective and strategic timetabling decisions can be made and providing recommendations. The incumbent is responsible for all aspects of the student record from pre-admission to graduation, including monitoring student program requirements from course registration, program changes, student funding, supervision, examinations and convocation clearance. This position requires flexibility and effective time management to address the large volume of work, the wide scope of the position and compliance to strict deadlines.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):
Qualifications / Requirements:
Application Deadline: February 5, 2024
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.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
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 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]).
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We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.