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Program Coordinator, English Language Program, Continuing Education

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Job ID: 15698

Updated: July 12, 2018

Location: Main Campus

Position Overview

The English Language Program in Continuing Education is currently seeking a Full-time Regular Program Coordinator.

The University of Calgary has one of Canada's largest and most successful continuing education programs.  Continuing Education is an academic unit whose mission is to provide high-quality educational opportunities to lifelong learners, thereby strengthening our community and our university.  Continuing Education administers more than 20,000 course enrolments per year, generating over $12 million in tuition revenues in the process.

The English Language Program provides second language learning solutions at the local and international level for individual, institutional, and business clients. High quality, customer-centered, comprehensive language programs for international adult learners are the core business of the program. This position reports to the Associate Director, International and works closely with program managers, coordinators, instructors and staff in a cross-functional team environment. The ability to provide exceptional customer service, multi-task, develop systems for working in a job/share environment, communicate effectively and handle high volumes of work during peak periods is essential to this position.

The ESL program occasionally requires the ability to work a variable schedule (evenings, and irregular work days).  Peak work periods are August, September, January, and April.  Time off during peak periods will be limited.

This is a regular full-time position (1.0 FTE) and is part of the AUPE bargaining unit.

Position Description

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

  • Demonstrate effective client assistance by providing information and service to students, instructors, staff, visitors, employers, professional associations, the general public and co-workers regarding the educational programs, services and processes of Continuing Education and the University.
  • Ensure that that admission applications, course registrations, transfers/withdrawals and fee transactions are processed appropriately.
  • Assist Program Managers with the promotion of courses and programs using various tools such as mail outs, email, and by phone to disseminate information and material to identified markets and established clients.
  • Make appropriate referrals to University services and departments, and/or other educational providers and services to link students with the most appropriate education programs for their needs and goals.
  • Ensure that customer concerns are resolved effectively following established procedures/guidelines, or appropriate referral.
  • Ensure the needs of instructors are supported efficiently i.e. provide relevant information on programs and general procedures, instructional payments, etc.
  • Effectively handles all arrangements to ensure the successful delivery of courses including,  room set-up, on-line course requirements, audio-visual equipment, student check-in, ordering textbooks and course material, and other needs as they relate to specific  instructional methods.
  • Resolve logistical issues that arise during the delivery of courses/events.
  • Ensure that University policy and procedures with respect to Copyright, Freedom of Information and Protection of Privacy Act, Records Management, and Risk Management are adhered to.
  • Monitor course financial accounts to ensure revenues and expenditures are reflected correctly.
  • Maintain an understanding of the various promotional/communication vehicles used in UCCE (program guide, web site, etc).
  • Manage own time effectively to accomplish tasks and ensure immediate supervisor is kept informed of activities and workloads.
  • Meet deadlines for specific tasks while working with a highly variable schedule.
  • Using the Performance Management model, recognizes professional development needs and engage in continuous learning to maintain currency and advancement of skills and knowledge.

Qualifications / Requirements:

Ability to perform multiple and complex tasks with attention to detail in a fast paced challenging environment. Excellent written and verbal communication skills along with a strong customer service orientation. A high degree of personal effectiveness with strong organizational and administrative skills. Good judgment and initiative, tact and diplomacy in dealing with the frequent interactions with students, instructors, staff, University departments and external organizations. Must display cross-cultural sensitivity and be able to work with clients of limited English proficiency.

  • Minimum of 3 years work experience working with international students in a post-secondary educational environment.
  • Completion of a level of education equal to a business administration certificate, diploma program, or an equivalent combination of education and experience
  • An undergraduate university degree or a demonstrated record of continuous learning and experience working in a post secondary school environment would be an asset.
  • Excellent communication, interpersonal, organizational, and time management skills with the ability to set priorities and meet deadlines
  • Reliable team player who uses good judgment, approaches matters in a professional and positive manner, and demonstrates a strong customer service orientation.
  • Highly proficient in the use of the Microsoft Office suite (Word, Excel, and Outlook)
  • Experience with the University’s core business systems – PeopleSoft, e-Procurement, and Continuing Education Student Registration System (Destiny One) or other educational student info. systems would be an asset.
  • Positive attitude and demonstrated ability to be a collaborative team member.
  • Cross-cultural sensitivity and experience working with clients of limited English proficiency.
  • Oral and written fluency in Japanese, Spanish, or Korean is an asset.
  • Knowledge of language learning theory and principles is an asset.

Application Deadline:  June 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 III.

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

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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