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Program Administrative Assistant, MBA Programs, Haskayne School of Business

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Job ID: 14661

Updated: February 9, 2018

Location: Main Campus

Position Overview

MBA Programs in the Haskayne School of Business is currently seeking a Full-time Regular Program Administrative Assistant.

The incumbent provides administrative support to the Associate Dean, Graduate Programs and in the support of the effective and efficient running of the MBA Programs Office. To be effective in this role, the Program Administrator will collaborate closely with other members of the MBA Programs team, the Dean and other Associate Deans at the Haskayne School of Business and other internal/external stakeholders.

Position Description

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

Support to the Associate Dean, Graduate Programs:

  • Manage the Associate Dean's diary and schedule meetings and appointments
  • Act as liaison between Associate Dean and MBA Programs team members, students, other internal stakeholders, ensuring appropriate and timely access to the Associate Dean
  • Screen and direct incoming calls and emails to the Associate Dean or other team members
  • Make travel arrangements for the Associate Dean, using preferred suppliers as appropriate
  • Draft and proof read formal letters
  • Reconcile credit card statements and submit expense reports on behalf of the Associate Dean
  • Perform ad hoc research and synthesis tasks on behalf of the Associate Dean; produce reports, presentations and briefing memos

Program Administrative Support:

  • Establish a strong working knowledge of all of the MBA Programs; provide preliminary guidance to students and faculty members and direct them to the appropriate team member for further information
  • Support the broader team's activities during Orientation and other busy periods
  • Greet visitors to the MBA Program office in a professional and friendly manner (supported by electronic check-in)
  • Maintain student files and other records in collaboration with the rest of the MBA Programs team
  • Prepare agendas, attend and take minutes at committee meetings including Masters Program Committee
  • Provide coordination and liaison with the MBA Society, including assisting with organizing town hall meetings, special events, newsletters, etc.,
  • Monitor and purchase office supplies


  • Collaborate with rest of MBA Programs team to ensure a seamless student experience, identify opportunities for continuous improvement and manage / mitigate program risks
  • Provide role-specific support for other Program Administrators for planned and unplanned absences (subject to completing main responsibilities)

Qualifications / Requirements:

  • Post-secondary degree; degree in management/business would be considered an asset 
  • Minimum 3 years' related experience within a post-secondary institution preferred; an alternative combination of relevant education and experience may be considered
  • Knowledge of executive and / or professional development programming preferred
  • The ability to effectively navigate a large organization and manage relationships with a diverse range of stakeholders, including students, faculty, internal and external delivery partners, would be considered an asset
  • Strong planning and organizational skills, as well as effective decision making and problem solving ability required
  • Demonstrated ability to operate effectively within a dynamic, customer-facing, team environment is required
  • Ability to handle ambiguity and resolve emerging issues with initiative and a collaborative mindset is essential
  • Positive and professional demeanor is essential
  • Strong attention to detail is required
  • Solid working knowledge of the suite of Microsoft Office products and PeopleSoft is required

Application Deadline:  January 19, 2018

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.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase II.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information about the Haskayne School of Business, visit Careers in the Haskayne School of Business.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

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 professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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