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Graduate Program Administrator, Department of English, Faculty of Arts

Job ID: 20379

Updated: March 26, 2020

Location: Main Campus

Position Overview

The Department of English in the Faculty of Arts is currently seeking a Regular Full-time Graduate Program Administrator.

This position reports to the Manager, Administrative Services and the Academic Graduate Program Director (GPD)/Associate Head (Graduate), and will provide administrative support to ensure the smooth running of the department's graduate program. In this position you will work directly with the GPD, interpret and implement policies and procedures from the Faculty of Graduate Studies (FGS) and the Department's Graduate Executive Committee (GEC).

The incumbent must be able to prioritize, organize, and complete multiple tasks, manage time, meet deadlines and produce detailed and accurate work while dealing with frequent interruptions. Accuracy in record keeping and advising is crucial when providing advice, meeting deadlines, and dealing with the graduate program budget and admission applications as students are significantly impacted. The incumbent must be able to work under pressure, particularly during the graduate application, admission, and scholarship period (January - April and in September and January).  Stress is moderately high, particularly in peak periods.

Position Description

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

  • Day-to-day administration of all aspects of the Department's PhD and MA programs from the student's initial contact through to completion/convocation.
  • Provide administrative support to the GPD and Graduate Executive Committee in all capacities to ensure efficient and timely results. 
  • Meet all deadlines required by FGS and the Department. Submit all required forms and complete system work.
  • Coordinate Second Language Exam schedule, book room and remind students of upcoming exams; request appropriate departments to set up and grade exam; ensure payment to participating departments; receive and distribute exam results. 
  • Maintain Graduate Executive Committee (GEC) business on D2L Work with GPD/Associate Heads (Graduate/Undergraduate) to organize workshops and orientations. 
  • Assist GPD with recruitment. 
  • Assist graduate students with annual 'Free Exchange' Conference. 
  • Hires graduate students on PeopleSoft 
  • Prepares and submits all scholarship applications (i.e., SSHRC and GAC, AGES or others).
  • Accurately submits nominations for Graduate Executive Committee and FGS adjudication. Advises GPD on student eligibility for scholarships. 
  • Advises students of nominations when required. Keeps accurate paper records of nominations for the GPD.
  • Prepares and maintains budget and GAT (Graduate Assistants) charts (with GPD); prepares and processes all Letters of Offer, Assignment of Duties, Teaching Assistant's performance reviews.
  • Organizes and processes annual progress reports - for students, supervisors, and GPD. 
  • Tracks faculty graduate supervisory status for new and current faculty and revises as necessary through completion of system work and submission of forms.
  • Attends training and workshop presentations beneficial to position.
  • Answers student inquiries and assists students and referees through the admission process. Prepares all application files for graduate committee review including GPA calculations and determining if student meets admission requirements.  Processes all admissions and rejections as determined by the Graduate Executive Committee and GPD.

Qualifications / Requirements:

  • Post-secondary degree (BA) in a related discipline is an asset
  • Recent experience in the position of Graduate Program Administrator at a University and/or relevant experience relating to advising (undergraduate or graduate students). 
  • Strong communication skills, team spirit, and motivation to serve colleagues and students. 
  • Critical thinking, accuracy, working with complex information and an ability to exercise judgment within established guidelines.
  • Attention to detail, meeting deadlines and keeping confidentiality.
  • Proven skills in working with students (listening, conflict resolution, diplomacy, patience, empathy), including the ability to be firm and make tough decisions. 
  • A positive and professional attitude, self-motivation, and the ability to work independently. 
  • Ability to adapt well to change in GPDs and departmental administration every few years, and frequent changes in FGS procedures and policies. 
  • Good listening and communication skills and an ability to ask questions to develop information for clarification. 
  • Ability to cope with demanding and stressful situations.
  • Experience with accurate tracking information, maintaining years of student records, and seeking resolution to problems.
  • Extensive knowledge of FGS and University procedures and policies pertaining to graduate students is an asset. 
  • Skilled in the use of Microsoft Office Suite, Adobe Acrobat, EDMS, FGS Sharepoint, and especially Excel (important for budget/funding charts) would be an asset.

Application Deadline:  April 9, 2020

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 ucalgary.ca.

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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