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Graduate Program Administrator, Chemical & Petroleum Engineering

Job ID: 32315
Location: Main Campus
Updated July 09, 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 Department of Chemical & Petroleum Engineering within the Schulich School of Engineering is currently seeking a Full-time Temporary Relief Graduate Program Administrator for approximately 6 months. 

Reporting to the Manager, Department Operations, the Graduate Program Administrator is responsible for providing accurate information and guidance to students with respect to procedures, policies and regulations. This includes student admission, registration, and progression through degree programs to graduation. The primary purpose of the position is to administer the department's graduate program in compliance with FGS and SSE graduate regulations. The hours of work are 35 hours per week, Monday to Friday, with normal business hours being from 8:30 a.m. to 4:30 p.m. This position is primarily on campus (minimum 4 days per week) and may be expected to attend events or provide service outside normal working hours.

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

Program Administration

  • Facilitate admissions process for regular MSc, PhD and visiting student applications including compiling and verifying application materials, and associated correspondence with applicants, faculty members, and Faculty of Graduate Studies adhering to the graduate program practice and policy.
  • Prepare offer of admission letters ensuring compliance with current Faculty of Graduate Studies requirements.
  • Prepare and process graduate student payroll.
  • Prepare and compile applications for all FGS and department scholarship award competitions, ensuring compliance with all associated regulations.
  • Preparing, maintaining, and compiling Graduate Assistantships database, hires, and contract preparation, ensuring compliance with the Human Resources (HR) and Graduate Student Association (GSA) regulations.
  • Provide support to the Associate Head Graduate Studies/Graduate Program Director in reviewing individual students and graduation files, including providing information relating to student transcripts, grades and other as required.
  • Scheduling of PhD candidacy exams as well as compiling, organizing and scheduling of MSc and PhD thesis exam defenses.
  • Prepare and maintain metrics for program planning and various other statistical information requests from the Departments, Faculty of Graduate Studies and Schulich School of Engineering.
  • Ensure that records are stored and maintained according to university record management standards.

Program Advising

  • Provide prospective and current students guidance and advice on the department's graduate programs.
  • Coordinate new student orientation and onboarding.
  • Advise students on course registration and degree progression up to completion and graduation.
  • Provide advice on all aspects of graduate policies, administrative procedures, and degree requirements.
  • Engage with the International Student Services office to recommend support for students, both prospective and current.

Qualifications / Requirements:

  • Post-secondary education, diploma or bachelor's degree is required.
  • A minimum of 3 years of experience in a role with an emphasis on communication, multitasking and advising.
  • Direct experience in a student-facing role is required.
  • A combination of education and directly related experience may be considered.
  • Intermediate proficiency with Microsoft Office 365 is required.
  • Knowledge and experience with PeopleSoft HR and student modules is an asset.
  • Excellent oral and written communication with an ability to draft clear, concise correspondence, as well as to respond to enquiries with tact, confidentiality, and discretion.
  • The ability to work closely with others understanding the needs of a dynamic team with a flexible schedule is critical.
  • Strong analytical and problem-solving skills, accuracy and attention to detail.
  • Proven customer service skills to provide information to diverse groups in a respectful, timely and efficient manner.
  • Proven organizational skills with an ability to set priorities and complete multiple tasks within specified timelines.
  • Knowledge and understanding of the University of Calgary and Faculty of Graduate Studies regulations and processes is highly desirable.

Application Deadline:  July 23, 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 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

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.