Advisor, Academic Contracts, People and Culture

Description

The Academic Contracts and Immigration Services team within People and Culture is currently seeking a Full-time Regular Advisor, Academic Contracts.

As a member of the Academic Contracts and Immigration Services team, this position reports to the Lead, Academic Contracts. The Advisor, Academic Contracts provides specialized hiring advice for academic, postdoctoral and graduate student appointments, as well as prepares and/or reviews related employment contracts and letters for signature of the Provost and Vice-President (Academic) or Principal Investigator. 

The Advisor is required to employ a great deal of independent and discretionary decision-making as part of the role. The job is demanding and peak periods can be highly stressful with multiple priorities and simultaneous deadlines. Success in this role requires accuracy, sound judgment, attention to detail, excellent organizational skills, strong communications skills (written and verbal) and strong knowledge.

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

• Shares in depth knowledge required with regards to the University of Calgary Collective Agreements with the Faculty Association, Postdoctoral Association and the Graduate Student
• Association, and all policies and procedures related to the hiring and retention of post docs, grad students and academic staff.
• Provides credible advice and consultation on relevant policies and guidelines concerning academic appointments and hiring processes to HR Partners and Advisors, Department
• Managers, Faculty Administrators, Post-Doctoral scholars and the Postdoc Office, Principal Investigators and other internal colleagues.
• Provide timely advice/training and maintain continuous communication to Faculty administrators to ensure associated processes for the Academic files are easily followed. 
• Maintain a collaborative and approachable relationship with Deans/Heads and Faculty contacts.  Be prepared to discuss and brainstorm creative solutions to unique academic hiring situations. 
• Responsible for creating, reviewing and ensuring the execution of contracts related to academic (regular, non-Canadian sessional, administrative, post-retirement & Chair appointments), including ensuring all supporting documents are obtained; academic reappointments/extensions, secondments, academic changes to remuneration.  
• Collaborate with Finance in matters relating to position management, funding, awards (and their effect for hires, such as CERC, CRC and other funded appointments).
• Ensures compliance with relevant policies and guidelines concerning postdoctoral, graduate assistant and academic appointments and processes.
• Ensures the smooth and timely coordination of all postdoctoral and academic employment contracts and the attainment of a high level of accuracy. 
• Communicate, train, coach and advise peers and stakeholders regularly to ensure accurate advice regarding academic, postdoctoral and graduate student contracts is being provided to hiring supervisors and other internal clients.
• Ensures information on the Website and SharePoint related to academic, postdoc and graduate student hiring and other compensation processes remains current and accurate.
• Ensures forms and other tools are maintained with up-to-date changes and these changes are communicated to stakeholders in a timely manner

Qualifications / Requirements:

• University degree in Human Resources, Business Administration, or a related field
• 3-5 years of experience in an HR environment, some of which would preferably be within an academic institution
• Strong knowledge of the collective agreements, regulations, compliance requirements and business processes
• Able to work independently with minimal supervision 
• Ability to communicate effectively orally and in writing 
• Strong analytical skills, and attention to detail is required
• Strong interpersonal skills, including displaying sound judgment, tact and diplomacy in interactions with various internal and external stakeholders
• A positive attitude and a demonstrated ability to be a collaborative team member with a service delivery focus 
• Ability to manage several complex files simultaneously while working under pressure to meet deadlines
• Proficient with Microsoft Office applications (Word, Excel, PowerPoint) and SharePoint
• Experience with Human Resources Information Systems (i.e. PeopleSoft) an asset

Application Deadline:  May 19, 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 classified in the Professional Career Band, Level 2 of the Management and Professional Staff Career Framework. 

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.