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Project and Engineering Physics Program Administrator, Mechanical and Manufacturing Engineering

Job ID: 31391
Location: Main Campus
Updated April 22, 2024

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We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta.
The City of Calgary is also home to Métis Nation of Alberta, Districts 5 and 6.


Mechanical and Manufacturing Engineering within the Schulich School of Engineering is currently seeking a Full-time Regular Project and Engineering Physics Program Administrator.

Reporting to the Department Operations Manage, the Undergraduate Program Administrator provides specialized administrative support to the department in the operation of the undergraduate program(s) The incumbent will have frequent interaction with the Department Head, Associate Head of Undergraduate Studies, faculty members and other units in Schulich School of Engineering. This is a regular, full-time position, 35 hours per week, Monday to Friday, 8:30 a.m. to 4:30 p.m. Some overtime may be required during peak periods. 

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

  • Support the administration of course delivery which includes course outlines, examination scheduling and final exam collection, classroom bookings and Blue course surveys.
  • Monitors submission and approval of final grades via PeopleSoft; liaises with the Department Head regarding late grades.
  • Work with the Student Accessibility Services regarding mid-term and final examination requirements for all students who have been granted special accommodations.
  • Coordination of grade reappraisal, change of grade, and deferred exam process.
  • Collaborate with the Associate Head of Undergraduate Studies to ensure accurate completion of undergraduate timetables.
  • Responsible for problem-solving and determining solutions regarding timetabling and scheduling conflicts.
  • Analyze, integrate, and organize complex information from multiple sources to create a cohesive timetable.  
  • Responsible for scheduling department teaching space, reviewing, and following up on any potential time conflicts. 
  • Support the sessional hire process including entering job opening requests, coordinating review with the Department Head, and completing the hire within HR guidelines. 
  • Administers the department accreditation process which includes the collection of course materials and graduate attribute data, and follow-up with instructors.
  • Ensure that records are stored and destroyed according to university regulations.

Qualifications / Requirements:

  • Degree or diploma in office or business administration or equivalent.
  • Minimum 3 years of experience in a university setting.
  • An equivalent of education and experience may be considered.
  • Experience using PeopleSoft or a similar program is a strong asset.
  • Ability to source, evaluate, analyze, and synthesize information.
  • Aptitude for attention to detail and accuracy is essential.
  • Demonstrated strong organizational, communication and interpersonal skills.
  • Teamwork skills to contribute to a collaborative environment. 
  • This position requires the ability to think strategically to achieve optimal outcomes. 

Application Deadline:  May 2, 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.

This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 3.

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

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]).

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.