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Senior Program Advisor/Admissions Officer, Undergraduate Programs, Faculty of Nursing

Job ID: 17428

Updated: February 12, 2019

Location: Main Campus

Position Overview

The Undergraduate Programs Office in the Faculty of Nursing is currently seeking a Full-time Temporary Relief Senior Program Advisor/Admissions Officer for approximately 8 months.

This full-time position falls under the direction of the Manager, Undergraduate Programs and reports to the Coordinator, Undergraduate Programs.

The primary purpose of the position is to provide continuity, coordination and quality control of student admission processes within the Faculty of Nursing. The incumbent will provide coaching, guidance and training to less experienced team members to ensure policies, processes and procedures are followed; advising on more complex or sensitive cases as deemed necessary. 

In addition, the Admissions Officer/Program Specialist will act as the primary program advisor for the BN Program at Medicine Hat College, providing support to students from admission through to graduation. The incumbent will provide specialist administrative support for this program, including overseeing registration, progression and convocation processes.

Position Description

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

Academic Advising:

  • Acts as a resource to the Faculty of Nursing, Undergraduate Programs, Student Advisor, in regard to interpretation of admission policies and decisions.
  • Provides senior level advising related to admission, registration, progression and convocation processes for students in all undergraduate programs.
  • Generates Student Academic Grade Reports for the BN Program at Medicine Hat College at the end of each semester, identifying those students in academic jeopardy and preparing formal correspondence (ie. Warning, Placed on Academic Probation, Required to Withdraw, etc.) 
  • Provides verification of graduation to employment agencies [local (non-AHS), national and international for all program routes].


  • Shared responsibility for the evaluation of academic credentials to determine admissibility and transfer credit.  Reviews admission files, with the utmost accuracy and timeliness, to verify admissibility for each specific program route.  Analyzes, approves and properly records transfer credit, ensuring standards of fairness and objectivity are upheld and maintains records to verify all of these conditions.  Ensures that credit posted in the degree audit system (PS Academic - Advising) is accurate.
  • Tracks applications which fall under the Diverse Qualification or Indigenous admission categories and prepares materials for selection committee meetings/interviews.

Program Support:

  • Provides specialist administrative support to the BN Program at Medicine Hat College in relation to registration, progression and convocation processes.
  • Provides verification of program completion to Nursing Registration Boards for alumni seeking nursing registration in countries outside of Canada.  This involves providing detailed information specific to the years of attendance, such as course content and classroom/practice hours. 
  • Annually updates the Student Handbook and Welcome Package for Medicine Hat College Site, ensuring that all content is accurate and up-to-date.  This involves liaising with various departments/offices at both the Calgary Campus and Medicine Hat College Site. 
  • Travels to Medicine Hat College as required for meetings and student sessions (approximately 2 to 4 times per year).
  • Collects and tracks Student Practice Evaluation Forms for various Terms, as assigned, ensuring that documentation is placed on each student's permanent record.
  • Ensures that examinations for all nursing courses are officially scheduled and final grades are submitted to the Associate Dean, Undergraduate Programs, and Enrolment Services by the required deadlines.


  • Coordinates (as assigned) and participates in a variety of recruitment/conversion events (ie. Open House, Discovery Days, etc.).


  • Collaborates with team to identify opportunities for continuous improvement, and ensure a seamless student experience.
  • Supports Manager and Coordinator in identifying risks related to areas of specialization/expertise.

Qualifications / Requirements:

  • Post-secondary degree or diploma required. An equivalent combination of education and work experience may be considered.
  • Minimum of 3 years of student administration and student advisory experience in a post-secondary institution, preferably with experience in the area of student admissions.
  • Extensive knowledge of regulations, policies and procedures of the University and in particular, in the area of undergraduate programs and admissions at a Faculty level, would be beneficial.
  • Strong planning and organizational skills, as well as effective decision making and problem solving ability required.
  • Strong professional communication skills.
  • Advanced skill in Microsoft Office applications (Word, Excel, PowerPoint) is required.  Experience with PeopleSoft or a similar business system would be an asset.
  • Excellent attention to detail and accuracy is essential.
  • Demonstrated ability to work in a fast-paced, high pressure, team-based environment and meet deadlines.
  • Positive and professional demeanor, with the ability to embrace change in a dynamic environment, is essential.
  • Demonstrated ability to be resourceful, creative and innovative.
  • Ability to work in a confidential setting and demonstrate good judgment in dealing with sensitive or problem situations.
  • Strong desire to work in a team-based environment to meet team goals and to continue professional development on a regular basis.

Application Deadline:  February 21, 2019

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 Nursing, visit Careers in the Faculty of Nursing.

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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