Program Specialist, Executive Education

Description

The Haskayne School of Business is currently seeking a Full-time Limited Term Program Specialist, Executive Education for approximately 24 months.

The Haskayne School of Business (HSB) has more than 4,000 full- and part-time students currently enrolled in bachelor's, master's, PhD and Executive Education programs. The School has 25,000 alumni in 80 countries. Haskayne's 2025 Strategy embraces a vision to be where big ideas come to life and bold leaders thrive and Executive Education plays a key role in delivering impactful experiences and outstanding thought leadership and learning opportunities as well as meaningful engagement with the community on campus, in Calgary and beyond.

The ambition for Executive Education is to become an internationally renowned partner of choice in Calgary by delivering outstanding development experiences that bring global thinking to a local context. Our clients value us for how we inspire individuals and organizations to develop confidence, curiosity and competitiveness through intelligent thought and action, which achieves sustained success. We provide open enrolment and customized programs to corporations, experienced managers, and senior leaders in a variety of business and leadership topics.

This is a full-time, 2-year limited term position reporting to the Manager, Learning and Development Programs and working closely with other members of the Executive Education team. This position will also work closely with other members of the school's operational units and external partners.

The primary hours of work are Monday to Friday, 8:30 A.M. to 4:30 P.M, 7 hours per day (35 hours per week); however, there may be a demand to work outside of these hours. The Program Specialist is part of the AUPE Collective Bargaining Unit. This position is located at the University of Calgary main campus. There will be an occasional need to travel to the downtown University campus and offsite to client meetings and events.

The Program Specialist's responsibilities include strategic oversight of the operational delivery and coordination of Executive Education programs and events, providing logistical leadership and specialist support to faculty members, external consultants, and university partners in the execution of leadership development, management training programs, non-credit certificate programs, and special events delivered through Haskayne Executive Education. This role requires continuous interaction, advising on Executive Education programs and liaising with faculty members, team members, participants, corporate clients, partnering institutions and the general public.

Stress is moderate to high, especially during the peak period of September - June when the majority of programs are delivered. A high degree of professionalism is required in the delivery of programs to clients as well as scrupulous attention to detail. Complexity of work is moderate to high as each program and client has unique requirements. The ability to provide exceptional customer service, provide advice and customization on Executive Education program offerings, develop systems for working in a complex environment, communicate effectively and handle a high volume of work accurately during peak periods is essential to this position.
 

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

The Program Specialist is accountable for the overall operational aspects of open-enrolment, custom, and/or partnership programs within the Executive Education department such as:

PROGRAM LEADERSHIP AND COORDINATION

• Provides day-to-day direction to team members to ensure Executive Education programs are delivered to a high standard, ensuring a high-level of customer service and a positive learning environment.
• Works with the Director and Manager, Learning and Development Programs to coordinate onboarding and training of new staff on various operational/programming processes, software etc.
• In conjunction with the Manager, Learning and Development Programs delegates work to the Student Program Assistants and/or other service providers within the University and oversees its successful completion. In addition, serves as a role model and mentor, and provides direction to others.
• Able to effectively lead the coordination of executive programs, including making decisions, and performing day-to-day activities with limited supervision, ensuring that the high quality of these programs is maintained and / or improved.
• Collaborates with program design and delivery team to identify opportunities for continuous improvement and to ensure a seamless learning experience.
• Liaises with the Director and Manager, Learning and Development Programs to ensure that contractual obligations with corporate clients and partner institutions are fully met.
• Sets priorities and meets deadlines for their own work, as well as for faculty members, internal team members, and other service providers involved.
• Develops a professional relationship with corporate clients and acts as the main point of contact to participants related to program operations and logistics serving as a champion for Executive Education and the University.
• Provides specialist and leadership support, ensuring that all knowledge and information related to the delivery of programs is logically maintained and accessible at all times to other members of the team.
• Resolves problems or disputes that may arise within the programs in a fair and timely manner and within the limits of role's authority. This includes potential problems with internal and external clients, partners, participants, consultants, and vendors.

OPERATIONAL SUPPORT

• Oversees multiple projects simultaneously, prioritizing tasks appropriately and setting and meeting deadlines. Ensures high impact projects are on schedule, on budget and aligned with Executive Education strategic goals
• Oversees operational program components and serves as the logistical lead for Executive Education programs which includes, but is not limited to:
  • Providing coaching, guidance and training to team members to ensure policies, processes and procedures are followed, providing assistance and support to program coordinators as required
  • Overseeing all participant communications, including creating communication schedules and program timelines to inform the various stakeholders of program commitments, supporting the registration process, and serving as a first point of contact for participants
  • Supporting faculty with all program logistics, including confirming availability and sending official calendar bookings, drafting faculty contracts, supporting the design of instructional and support materials (e.g. workbooks, certificates, etc.), ensuring program materials are available, and providing on the day faculty support
  • Program coordination, including set up of LMS platform and registration systems, facility sourcing and bookings (e.g. classroom, conference space, virtual learning environment), arranging appropriate A/V and virtual learning support, classroom set-up and clean-up, quality control of all printed program-related materials, ordering catering and ensuring dietary restrictions are met
  • Coordinating the program evaluation process in collaboration with the Manager, Learning and Development Programs and Academic Director
  • Overseeing program budgets, ensuring all invoices and contracts are paid and reconciled, in conjunction with Senior Business Operations Coordinator
• Develops and initiates improvements for Executive Education policies and procedures and proposes potential solutions to issues as they arise
• Possesses a good understanding of the operations, processes, and procedures within the Haskayne School of Business as well as the larger University and utilize the services of different departments in the offering of executive programs

MARKETING SUPPORT

Contributes to the development and implementation of new Executive Education initiatives and assists with the marketing and promotion of these opportunities in conjunction with the marketing team, such as:

• Effective utilization of the CRM (Customer relationship management) tool initiatives including updating database, data analysis, data processing, and data mining
• Supporting with the distribution of email campaigns to specific target audiences
• Supporting with events to promote Executive Education programs including information sessions, webinars, and participation at tradeshows
• Identifying potential program ambassadors to support with various marketing initiatives
• Maintaining and updating the Executive Education registration system for programs, including setting up new programs and sections, reviewing participant registrations, and running reports as required
• Working collaboratively with the Executive Education team to maintain and update program brochures and collateral, distributing promotional materials to program participants during programs and events as appropriate
• Working collaboratively within the Executive Education team in the identification of new opportunities and the development of new programs
• Identifying and supporting channels to source potential participants such as alumni networks and other Haskayne departments
• Provides support for the Client Recruitment Specialist in their absence, serving as a main point of contact for enquiries
• Possesses extensive knowledge of Executive Education's mission, values and strategic objectives in the offering of executive development programs to professionals in the local and international business community and serves as an ambassador for Executive Education
   

Qualifications / Requirements:

• A completed post-secondary degree in management, business, marketing or communications is required (an MBA or master's degree would be considered an asset)
• A minimum of 5 years of progressive experience related to administration, front-facing customer service or events management is required
• Experience in a leadership role providing daily direction and training is required
• Proven ability to effectively navigate large organizations and manage relationships with a diverse range of stakeholders, including clients, faculty members, internal and external partners is required
• Exceptional organizational skills including the ability to set priorities and meet deadlines, handle complex issues, and multi-task is essential
• An ability to exercise judgment and make independent decisions within established guidelines, program designs, and workflows is required
• Proven ability to use discretion with confidential material and demonstrate a high level of tact and professionalism is required
• Demonstrated ability to work in a fast-paced, high-pressure, dynamic, customer-facing, team environment is required
• Ability to provide leadership and direction to other team members and to faculty members and external consultants as related to program operations and logistics
• Strong planning skills are required, along with the ability to lead multiple projects and respond to shifting priorities. Excellent attention to detail and accuracy in work is essential
• Demonstrated strengths in event planning and management is required
• Familiarity with analytics and KPI tracking and reporting is required
• Advanced skills with Microsoft Office applications (Word, Excel, PowerPoint) is required. Knowledge and experience working with learning technology tools such as Microsoft Teams or Zoom is required. Knowledge and expertise with various LMS tools such Desire2Learn (D2L), or Qualtrics is an asset
• Knowledge of University policies, procedures and core business systems, and experience working with academic faculty is considered an asset. Experience working in an adult learning operation or business is considered an asset
• Willingness and ability to travel locally and to work various shifts and weekends as necessary

Application Deadline:  August 15, 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 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 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]).

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.