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Admissions and Student Services Officer, Foreign Trained Lawyers Program, Faculty of Law

Job ID: 23126

Updated: June 10, 2021

Location: Main Campus

We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta. The City of Calgary is also home to Métis Nation of Alberta, Region III.

Position Overview

Faculty of Law is currently seeking a Full-time Limited Term Admissions and Student Services Officer, Foreign Trained Lawyers Program for approximately 2 years.

Reports to and works under the direction of the Director of the Foreign Trained Lawyers Program ("FTLP"). Works daily with shifting priorities, and regular interruptions from students and prospective students. Has access to highly sensitive and confidential information when dealing with admission and student files. Requires the use of good judgment in a decision-making capacity and ability to deal with stressful situations and tight deadlines. Fluctuating volume of work during the year, with busy times particularly in August through March. Maintains high standards in quality of work as errors directly affect students applying to and in the program. Cultural sensitivity is necessary.

Position Description

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

  • Support the Director, FTLP to ensure that the applications to the FTLP are processed properly, assessed and final decisions communicated to the applicant
  • Manage the administrative duties associated with all the FTLP recruiting and admissions processes, working under the direction of the Director
  • Support the ADRA to ensure that the processes and computer systems used to support the Admissions functions are operating effectively and efficiently
  • Ensure that the students in the program receive appropriate information and advice with respect to course registration, that their needs are managed, and their registration is correct in order to complete their requirements
  • Ensure that grades are accurately compiled, calculated and reported, and that the requirements of the Registrar's Office are duly met

Tasks and Duties:

  • Assist the Director to ensure that the FTLP admission applications are assessed appropriately and final decisions communicated to the applicants
  • Manage the administrative and technical side of the student admissions process through PeopleSoft, liaising with the Registrar's Office as needed
  • Act as a resource person providing advice to Admissions committee members as required
  • Support the organization and coordination of the reading of admission files with admissions committee members
  • Provide accurate up-to-date FTLP admission advice to prospective students and current applicants in a timely manner as requested
  • Assist with the preparation of various promotional and communication materials for mailing and handouts with the Director, FTLP and the Manager, Communications and Marketing
  • Enter accepted students into the system as required, and send them appropriate information
  • Prepare and process correspondence to applicants including offer letters, rejection letters, and wait list letters
  • Calculate GPAs for applicant files as needed
  • Keep applicant charts and records updated
  • Maintain the Faculty of Law website for Admissions, ensuring material is up to date and links are correct
  • Liaise with the Registrar's Office (Records & Transcripts, Fees, Convocation Office, etc.) to ensure all administrative requirements are met with respect to program and convocation requirements
  • Initial point of contact for student concerns for students in the FTLP program
  • Ensure student filing system is maintained, following guidelines set by FOIP

Qualifications / Requirements:

  • Post-secondary education or work experience relevant to the position
  • Experience in a post-secondary institution or experience in admissions or student support is an asset
  • Experience in or familiarity with the legal environment in Alberta is also an asset, as is knowledge of the NCA process and the pathway to legal practice in Alberta
  • Thorough understanding and a working knowledge of University policies and procedures, particularly as they relate to admission and registration procedures is an asset
  • Thorough knowledge of University core business systems (particularly the Student Administration component of PeopleSoft), a good working knowledge of Microsoft Office applications, and the ability to adjust to different types of computer applications, will be needed
  • Excellent organizational and multi-tasking skills with an overall systematic view of the Faculty's program and the institutional context, and the ability to multi-task in order to meet deadlines and demonstrate flexibility
  • Highly developed organizational, professional, interpersonal and communication skills, including excellent written and verbal communication skills
  • Proven ability to work independently within the framework of the FTLP as set out by the Director
  • Proven ability to learn quickly in order to reach a high level of competency and proficiency  is required
  • Ability to think creatively in situations requiring innovative solutions that fit in with the overarching policies and guidelines of both the FTLP and the University as a whole
  • Proven ability to work effectively as part of a team with a common goal
  • High level of diplomatic skills, a mature outlook, ability to recognize situations that call for empathy and to respond accordingly, composure, knowledge of and sensitivity to cultural and linguistic differences
  • Demonstrates consistent good judgment and appreciates the importance of confidentiality
  • Some knowledge of, or awareness of, the ideologies of equity, diversity and inclusion, for instance, the need for the FTLP to adhere to the University's commitment to recruit and retain talented people from a diversity of backgrounds and to identify and eliminate obstacles and inequities that limit inclusive participation in the university and legal community
  • Experience dealing with multi-national clients is strongly recommended

Application Deadline:  June 23, 2021

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


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 has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

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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