Graduate Programs Coordinator, Graduate Programs in Education

Description

Graduate Programs in Education in the Werklund School of Education is currently seeking a Full-time Temporary Relief Graduate Programs Coordinator for approximately 1 year.

This position reports to the to the Manager, Graduate Programs in Education, and is a dynamic, highly motivated, and organized member of the GPE team, who will take a leadership role in program delivery and student experience. The incumbent oversees the timetabling/scheduling process for all graduate programs and acts as a key knowledge source to the Vice-Dean, Associate Dean, and Manager. The incumbent will review, edit, and provide feedback as necessary to the Associate Dean and Manager, ensuring accuracy and timeliness of submissions.

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

• Involved in short-term and long-term planning of GPE programs and course schedules (online, off-campus and on-campus courses) by gathering, reviewing and analyzing course schedules submitted by the Educational Study Area (EDSA) chairs
• Participating in timetabling sessions/workshops offered by the Registrar's Office
• Develop the annual timetable, providing input as requested regarding the current methodologies for developing course schedules, the allocation of courses to academic staff, the accommodation of preferences, research and service commitment and propose policies and procedures to streamline the current scheduling process and optimize academic loads.
• Ensures timely production of an accurate schedule of GPE classes each year for Fall/Winter and Spring/Summer and using Peoplesoft and ASTRA schedule software inputs and updates GPE courses.
• Manages and monitors space allocation in accordance with University and Werklund policies and practices.
• Collaborates with other units to ensure the creation of a conflict free academic schedule.
• Identifies any anomalies or problems with the items listed above and ensures that issues are promptly brought to the attention of the Manager.
• Coordinates Graduate Student Workspace for 150 spaces in Education Tower. Works with the WSE Administrative Assistant in coordinating and scheduling distribution and collection of graduate student workspace keys. Works with UCalgary campus security to provide electronic access for students to workspaces.
• Key contact to over 125 sessional instructors for GPE and acts as a liaison with potential/prospective instructors.

Qualifications / Requirements:

• Minimum of an undergraduate degree in a related field is required. Some graduate study or a master's degree preferred.
• 2-5 years experience within a graduate programs environment is required.
• At least 3 years experience in administering and managing timetabling and scheduling is required.
• Must have the capability to successfully manage multiple competing priorities with minimal supervision and direction.
• Well-developed skills/knowledge of how to provide high quality graduate programs in mixed delivery formats (i.e., online, and synchronous delivery) is an asset.
• Significant administrative experience in the administration of distance/online education programs.
• Experience in marketing and recruitment is an asset.
• Experience in making effective presentations and/or public speaking is required.
• Demonstrated experience with event, fair planning, and public relations is required.
• Must be highly proficient in Microsoft Office applications, especially Excel; as well as Business Intelligence tools (Cognos, Power BI) to retrieve, edit, and analyze data.
• Working knowledge of Elevate platform is an asset.
• Knowledge of university core business systems or demonstrated capacity to learn such systems is required.
• Knowledge of asynchronous and synchronous web-based learning platforms is an asset.
• Must have strong organizational, analytical, and problem-solving skills in order to deal effectively with complex tasks and issues at hand.
• Must have ability to be flexible and manage a heavy workload and stress during peak periods.
• High degree of accuracy and attention to details is required.
• Ability to foster positive relationships with all stakeholders (specifically faculty, sessional instructors, graduate team, Manager, Associate Dean, Vice-Dean, Registrar's Office and Faculty of Graduate Studies) is essential.

Application Deadline:  March 26, 2025

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 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 Institutional Commitments ([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.