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Community Engagement and Academic Schedule Coordinator, School of Creative and Performing Arts, Faculty of Arts

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Job ID: 15691

Updated: July 9, 2018

Location: Main Campus

Position Overview

School of Creative and Performing Arts in the Faculty of Arts is currently seeking a Full-time Regular Community Engagement and Academic Schedule Coordinator .

This position reports to the Manager, Administration, with accountability to the Director of the SCPA and the Division Chairs of Dance, Drama, and Music. This position also works closely with the administrative staff team that supports the SCPA.
The Community Engagement and Academic Schedule (CEAS) Coordinator is responsible for the many community engagement initiatives for the SCPA and the Divisions of Dance, Drama and Music, and the coordination of the annual timetable process and the annual curriculum update process. The CEAS Coordinator assists in the development of short and long-term strategies as well as related tactics to facilitate the SCPA community engagement initiatives. The CEAS proactively assesses and recommends priority community engagement events that meet the immediate and longer term needs of the SCPA. The CEAS requires thorough knowledge of the programs of the three Divisions in order to provide academic support and to make recommendations which influence procedures and plans in order to complete the annual timetable and curriculum update.
The position demands planning and execution skills, accountability, proven community engagement expertise, and experience with metrics and reporting. The CEAS Coordinator requires strong organizational, interpersonal and communication skills to deal effectively with and to maintain good working relationships with faculty, staff, students and members of the larger community. The incumbent must be able to provide excellent customer service. There is a need to make independent decisions, pay attention to detail and work independently. The incumbent requires flexibility and a high level of organizational ability. There are periods of high volume involving multiple priorities and strict deadlines, driven by the academic year. It is important that the incumbent be able to work effectively and manage their workload during those times.
The position manages both routine and complex tasks, using independent and discretionary judgment. The impact of error is high.
In consultation with the Manager, Administration, the incumbent will determine their own priorities and deadlines in accordance with established procedures and SCPA goals and objectives. Participation in off-campus activities will be required from time to time, where work may be required outside of regular hours to accommodate events and activities.

Position Description

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

Community Engagement

  • Provide the primary planning, organization and execution for the SCPA community engagement initiatives, including the annual Teachers' Conference, Forum Evening Series, Student for a Day, various student recruitment initiatives, and the many and varied other events and initiatives as they arise
  • Is the Chair of the SCPA Community Engagement and Recruitment Committee, responsible for strategic planning and execution of planned events
  • Manage SCPA's involvement, coordinate volunteers and create content for print and electronic promotional materials for annual University of Calgary orientation and recruitment events including the UCalgary Open House, Campus Expo, Calgary Counselor Update and Experience UCalgary
  • Develop and maintain regular communication, and be the main point of contact with local, provincial and national School Boards and private schools, with emphasis on performing arts programs, for shared programming and student recruitment opportunities
  • Planning for, creating content, and working with the Communication and Marketing Advisor on the creation of appropriate materials and distributing materials as appropriate
  • Provide support for the SCPA Director and Division Chairs of Dance, Drama and Music, for collaborative projects with community arts partners, such as One Yellow Rabbit, High Performance Rodeo, Decidedly Jazz Danceworks, Drama Fest, and many other major and upcoming arts organizations
  • Plan and execute projects/partnerships identified or curated by the Director and Division Chairs
  • Identify potential projects
  • Engage the broader public and prospective students with tours, class observations and production engagement opportunities
  • Coordinate an academic program and facilities tour program, for both planned and drop in requests, for local and visiting prospective students, school groups, Dance Studios, Calgary High School Drama Association, and other organizations. The SCPA tours will work in conjunction, when appropriate, with U of C Student Recruitment and the Campus Tours
  • Coordinate the SCPA, Dance, Drama and Music new student orientations, within the Faculty of Arts orientation
  • Support, track and ensure recognition for SCPA student engagement with the Community
  • Coordination of various SCPA special events, as required
  • Responsible for the overall strategic planning and direction for future initiatives and growth in SCPA Community Engagement

Timetable and Curriculum Update

  • Provide the coordination of and primary point of contact for the annual timetable process and the annual curriculum update process, for Dance, Drama, Music and SCPA interdisciplinary courses
  • Liaise with the Registrar's Office, the Scheduling Office and other central University Units throughout the year on behalf of the SCPA
  • Communicate continually with the Director, Manager and three Division Chairs, sharing ideas and advice in relation to curriculum and timetable matters
  • Provide expertise and advice on making adjustments to the schedule to comply with University policies
  • Working with the Director and three Division Chairs, prepare the Fall, Winter and Spring/Summer timetables for Dance, Drama and Music and SCPA interdisciplinary courses, coordinating course requirements, teaching loads, SCPA teaching spaces (classrooms, theatres, studios, etc.) and instructor timetables. This takes into account the complexity of scheduling SCPA facilities, including theatres, studios and classrooms, as well as requesting specific spaces for other instructional needs. This also includes an overall view of the Dance, Drama and Music timetables to allow for common SCPA courses and other SCPA requirements
  • Working with the Director and three Division Chairs, ensures program and course changes are compiled accurately and submitted on time in the annual undergraduate calendar submission process
  • Follow through on approved changes to ensure information is updated and accurate advice is provided to students, faculty and other staff
  • Communicate University policies and procedures to instructors and faculty members as it pertains to the timetable and class schedule, maintaining and adjusting the schedule of classes in PeopleSoft throughout the year by creating, inputting and monitoring information, assigning SCPA classrooms, studios and performance spaces, requesting other classroom and lab requirements, coordinating requests for exceptions, and preparing supporting documents
  • Oversight and coordination of the USRI and Faculty Survey process each semester to ensure accuracy in relation to the timetable and instructor assignments
  • Ensure faculty surveys are filed electronically and monitors access as appropriate
  • Assist with the recruiting process for sessional instructor opportunities
  • Each semester, coordinate the preparation for all SCPA course outlines, to ensure compliance and timely posting
  • Use creativity and University policy to solve problems and initiate best practices
  • Other related duties as assigned

Qualifications / Requirements:

  • A minimum of 5 years of administrative/coordinator experience with an emphasis on student services, student affairs, and/or program advising experience required. Experience in Community Engagement planning and execution of projects would be an asset
  • Post-secondary education in fine arts, communication/marketing, education, or a related field is required
  • An excellent knowledge of Microsoft Office Suite, email, internet and web-based applications
  • Preference will be given to candidates with a working knowledge of University student systems
  • Knowledge of the requirements for professional and pre-professional training in Dance, Drama, and Music, and the ability to understand how these requirements are expressed in the curriculum of the three Divisions is desirable
  • Previous experience with community engagement is an asset
  • Demonstrated ability to influence and lead others
  • Excellent interpersonal, organizational and time management skills, excellent written and verbal communication skills, the ability to be flexible and manage a heavy workload and high stress during peak periods, and the ability to work independently, exercising discretion in decision making is required

Application Deadline: June 12, 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 Specialist / Advisor 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 Faculty of Arts visit Careers in the Faculty of Arts.


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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