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Coordinator, Grad Experience

Job ID: 32053
Location: Main Campus
Updated June 07, 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.


The Dean's Office in the Faculty of Graduate Studies is currently seeking a Full-time Regular Coordinator.

The University of Calgary is a research-intensive university with a focus on graduate education; currently there are about 8000 graduate students dispersed in over 80+ programs. The University of Calgary's new Framework for Growth strategic plan anticipates a significant increase in graduate learners, supported by increased access to impactful and future-focused education. The Faculty of Graduate Studies (FGS) is the Faculty of registration for all graduate students and is accountable for administration and support of graduate student affairs. Within FGS, the My GradSkills (MGS) team works with partners across campus to ensure delivery of high-quality programming and an exceptional student experience across the graduate student journey, with a focus on the development of academic and professional skills that support successful completion of degree and transition to employment.

Reporting to the Senior Manager, Graduate Student Journey, the Coordinator, Graduate Student Journey will function as the operational lead for the unit, and will facilitate effective organization, integration and support for all activities. The incumbent will connect regularly with other team members to review progress on activities and propose next steps. The Coordinator will play an active role in administering and enhancing programs for onboarding, research communications, internships, and WIL opportunities, as well as planning and coordinating events and other engagement opportunities for the portfolio.

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

  • Provide effective operational and administrative leadership and coordination across the full My GradSkills portfolio and related graduate student journey.
  • Ensuring the various tasks and activities are organized and integrated effectively by connecting regularly with other team members to review progress on activities and propose next steps.
  • Troubleshooting and problem-solving issues that arise, and escalating items that require the Senior Manager's attention.
  • Coordinating effective delivery and communications of multiple workshops, guest speakers and other activities, supporting presenters by leading logistics and administration from conception to delivery, through to following up with assessment.
  • Coordinate all aspects of complex events that require coordination across the university, including but not limited to: graduate orientations (GradO) (fall, winter and spring), the 3 Minute Thesis (3MT) Competition, and Images of Research.
  • Provide administrative support for Supporting Aboriginal Graduate Enhancement (SAGE) programming and activities, collaboratively supporting the SAGE graduate student coordinators.
  • Act as the FGS lead point of contact for Graduate Success Days, collaborating effectively with the Student Success Centre.
  • Provide administrative support for FGS internship programs and activities, supporting applications, course credit, and student communications.
  • Acting as the primary contact for My GradSkills related email accounts and inquiries, leading the establishment or updating of processes and standards for the timely and effective management of these accounts.
  • Hiring, onboarding and regular task oversight for My GradSkills student hires (interns, GANTS, casual staff).
  • Coordinating financial transactions and purchases.
  • Development and implementation of effective business processes across the portfolio.
  • Proactively developing and maintaining relationships with team members, faculty and staff, students, suppliers and other target audiences.
  • Supporting collaborations and partnerships both internally and in the community, and with graduate alumni.
  • Taking the lead on weekly, monthly, quarterly and annual tracking of metrics and statistics and building reports and presentations that demonstrate the impact and effectiveness of the My GradSkills portfolio.

Qualifications / Requirements:

  • Must have a post-secondary education in business administration or a related area.
  • 5+ years of senior operational and administrative experience.
  • Demonstrated experience working in a university environment supporting elements of the student journey (orientations, professional development, work integrated learning), specifically in graduate education, is a strong asset.
  • Demonstrated experience in leading business administration, documentation, and planning, as well coordinating operations and logistics within a complex portfolio.
  • Demonstrated experience with event planning and coordination, demonstrating success in organization and implementation of large-scale, multifaceted events.
  • Must be able to work with high standards of discretion, confidentiality and professionalism.
  • Must have excellent written and verbal communication skills along with a high level of personal effectiveness and strong organizational skills.
  • Must have the ability to build and maintain strong relationships with internal and external members and groups.
  • Must be able to work independently, to be flexible and manage a high workload across a broad scope, and exercise complex decision making regularly.
  • Must have successfully managed a workload that includes multiple deliverables and deadlines, complex and routine tasks, and strategic as well as detail-focused thinking.
  • Advanced computer skills in Microsoft Office is required. Experience with Qualtrix, Peoplesoft, Orbis and D2L is an asset.
  • Must be results-oriented and take initiative to identify areas for improvement and implement potential solutions.
  • Demonstrated ability to work in a fast-paced environment focused on excellent customer service.
  • Experience with documentation management, complex report writing, metrics and reporting.

Please include a cover letter highlighting your relevant skills and experience.

Application Deadline:  June 21, 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.