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Graduate Program Administrator, Werklund School of Education

Job ID: 23142

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

The Werklund School of Education is currently seeking a Full-time Temporary Relief Graduate Program Administrator for approximately 6 months.

The Werklund School of Education (Werklund School) has more than 2500 students currently enrolled in BEd, CERT, DIP, MA, MEd, MC, MSc, PhD and EdD degree programs supported by more than 160 academic and support staff. There are more than 27,000 alumni of the Werklund School that can be found in 148 countries around the world. Research informs all of our programs. In exploring how we learn and how to create conditions that enable learning, the work of our students and researchers provides a better understanding of the broad range of educational issues within our communities.

The position provides a variety of services to fairly, consistently and empathetically address the needs of graduate students as well as prospective students who are seeking admission to the our programs.  Graduate Programs in Education (GPE) currently admits approximately 600 students per year with 1200 students in our programs.
The Graduate Programs Administrator provides student affairs expertise related to student admission, registration and progression through their degree program to graduation. This specialist position is accountable for providing accurate information and guidance to students on procedures, policies, and regulations and administer all aspects of student affairs processes from pre-admission to graduation. The Administrator must demonstrate strong communication skills and be comfortable dealing with diverse constituents including students, faculty, and staff. Extreme discretion must be exercised and good judgment followed.  As part of the GPE Office, the incumbent will be expected to contribute to a strong foundation of teamwork, collaboration, communication within a supportive environment.

Requires high-level discretionary decision-making as well as the ability to manage multiple tasks to meet deadlines and deal with constant interruptions on a daily basis.  Incumbent works with limited direction and sets own priorities and deadlines ensuring all deadlines are met or negotiated as required.  The position involves constant multi-tasking and weighing of situations with full understanding of the impact of decisions. Stressors range from moderate to high.  Extreme discretion must be exercised and good judgment followed. There is a high need for attention to detail. Stressors range from moderate to high.
The position reports directly to the Manager Graduate Programs in Education. This position normally works Monday to Friday, 8:30 A.M. to 4:30 P.M, 7 hours per day (35 hours per week).  Due to constantly shifting priorities, evening and weekend extra hours and flexibility maybe required.
Primary Purpose of the Position: (Key purpose, functions, roles): 
Graduate Program Administrators provide accurate advice and guidance to both prospective and continuing graduate students in the Werklund School of Education, Graduate Programs.  He/she ensures students are given accurate direction and assistance with regard to the programs and courses that students undertake, as well as guidance on procedures, policies and regulations.  The graduate program administrator is responsible for all aspects of the student record from pre-admission to graduation, including monitoring student program requirements from course registration, program changes, supervision, examinations and convocation clearance. He/she is able to identify concerns and take action to remedy them and to ensure appropriate and accurate records of decisions are kept. He/she will ensure that the evaluation of applications to graduate programs and the approval of the yearly graduation lists are managed and properly completed and submitted.  He/she collaborates and communicates with other graduate program administrators to ensure full coverage and efficient and effective service to students throughout peak periods is maintained and is responsible for handling all day-to-day requests whether in person, phone or email.  He/she must adhere to University FOIP regulations in student interactions and as they apply to student and University records.

Position Description

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

Academic Advising:

  • A detailed knowledge of degree program requirements is maintained and up-to-date
  • Prepares a file for each new admission as well as a master list of all applicants
  • Compiles and processes all admission and scholarship documentation including Grade Point Averages for review by the Admissions Committee
  • Students' progression through their degree program to graduation is monitored closely on a proactive and continuing basis to ensure requirements are met
  • Summarizes data and prepares reports on each students status as they proceed through their program
  • Communicates all timelines and deadlines pertaining to graduate students
  • The integrity of information provided to students when advising is ensured and is offered with discretion and tact to avoid misunderstandings or difficult encounters
  • Ensures cooperative and trusting relationships are fostered and maintained with the Faculty of Graduate Studies and other student affairs offices across campus to provide seamless and efficient student affairs processes
  • Efficient operation of the Graduate Programs in Education office occurs through a strong desire to work in a team based environment to meet team goals and to continue professional development on a regular basis
  • Provides guidance to students as well as advice on special case admissions, leaves of absence, withdrawals and unsatisfactory academic performance issues
  • Maintains essential records and statistical information required for reports by the Associate Deans, the Manager, Graduate Programs in Education, and Faculty of Graduate Studies
  • Contributes to department information for Faculty of Graduate Studies calendar submission
  • Ensures that the information published on the Graduate Program web pages is timely, accurate and easy for prospective and in-program students to view and make decisions


  • Each advisor is responsible for the day-to-day administration of their student portfolio (e.g. admissions, scholarships, general administrative functions etc.)

Recruiting & Communications:

  • Attendance at recruitment activities as appropriate


  • Is familiar with the University of Calgary Code of Conduct and conducts himself/herself accordingly in all situations when acting on behalf of the University of Calgary

Qualifications / Requirements:

  • A minimum of a four-year undergraduate degree is required, preferably in Education or Communications -- a Masters degree would be an asset
  • 3 to 5 years of progressive student advisory experience in a post-secondary institution is required 
  • 2 to 4 years of demonstrated experience with strong communication, team and customer service skills, and an ability to exercise judgment within established guidelines is required
  • 3 to 5 years of experience in a post-secondary institution supporting faculty programs is required
  • At least one year of experience, within the past 3 years, in administration of Doctoral programs is required
  • At least one year of experience administering graduate scholarships is required
  • Proven intermediate skills in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint, Access are required
  • Must possess detailed knowledge of the framework of all graduate degree programs as detailed in University publications (e.g., University Calendar and Admission Guide)
  • An in-depth knowledge and experience of university student affairs policies, procedures and core business systems is an asset
  • Internet and computer access is required, as well as webcam capability
  • Knowledge of university systems such as People Soft for Student Administration is an asset
  • Knowledge of FOIP and University of Calgary Records Management System is an asset
  • Proven excellent interpersonal skills appropriate to advising students (listening, conflict resolution, diplomacy, patience, empathy), including the ability to be firm and make tough decisions are required
  • Must be able to handle many complex tasks in parallel, while meeting deadlines and maintaining accuracy and quality control
  • A positive and professional attitude and the ability to work independently and as part of a team are critical to success
  • A high level of tact and professionalism and a strong work ethic are required
  • Proven excellent organizational, analytical and problem solving skills are required.  A high attention to detail is required
  • Must have a clear and confident speaking voice, strong listening skills, and an ability to ask questions to clarify request information
  • Must be able to work in a fast-paced environment with high interruptions from student, phones, staff and other inquiries which require excellent time management skills to prioritize and meet deadlines
  • Must be able to remain calm in demanding situations, and appropriately deal with stress resulting from these situations
  • Must be open to learning and development, and be willing to accept new challenges and assignments

Application Deadline:  June 24, 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. For more information about the Werklund School of Education visit Careers in the Werklund School of Education.


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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