Administrative Coordinator, Arts Graduate Students' Centre, Faculty of Arts

Position Overview

The Arts Graduate Students' Centre in the Faculty of Arts is currently seeking a Full-time Regular Administrative Coordinator.

The Administrative Coordinator is responsible for providing administrative and program support to the Arts Graduate Students’ Centre team and the entire Curriculum and Academic Review Committee - Graduate. This includes maintaining the general office space, triaging emails from students, faculty, and staff, file maintenance, and logistical coordination of AGSC events and meetings as well as administrative support for graduate programs in the Faculty of Arts including contract administration, compliance documentation and record-keeping, and payment entry. This position will also be the main point of contact for the Curriculum and Academic Review Committee – Graduate and responsible for the graduate calendar process in the Faculty of Arts.

This role works 35 hours per week and is part of the Alberta Union of Provincial Employees (AUPE) and works within a high-functioning unit with high volume, tight deadlines, and competing priorities. Accuracy in record keeping is crucial as errors have a high impact on student program progression and experience. The primary work location is the University's main campus and the successful applicant must be willing to work onsite.

Position Description

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

AGSC Team Support:

• Maintain systems supporting the administrative functions of the AGSC which may include managing appointment booking software, the AGSC general email account, and triaging inquiries from prospective students, current graduate students and faculty/staff
• Maintain the AGSC website including proofreading and posting content, following UofC brand standards and institutional style guide, regularly reviewing content to ensure information is accurate and up to date
• Maintain documents on SharePoint, OneDrive, share drives and physical files as needed in compliance with applicable legislation (e.g., FOIP) and all university records retention policies
• Provide back up inquiry support for all portfolios’ generic mail accounts
• Provide support for the organization, set up and execution of AGSC events and meetings
• Complete and generate reports and statistics related to AGSC initiatives
• Contribute to the development of new and streamline existing administrative processes
• Provide administrative support such as printing, scanning, shredding, room bookings, supply ordering, and acting as records coordinator for the AGSC
• Facilities administration, including Archibus requests, furnishing and equipment requests, and point of contact for Contractors
• Administer mail and couriers
• Troubleshoot and maintain office technology including phones, copiers, etc.
• Foster and maintain cooperative and trusting relationships with stakeholders (both internal and external) in order to provide seamless and efficient support, including Pod staff, GPDs, FGS, etc.
• Perform other general office administration duties as required related to the efficient and effective operation of the Arts Graduate Students’ Centre

Arts Graduate Students’ Centre:

• Answer general questions about processes pertaining to applications, admissions, funding or other inquiries related to the Arts Graduate Students’ Centre and Faculty of Arts graduate programs 
• Process payments for students including scholarship payments, entry of template-based hires, or other student transactions as needed under the direction of the Manager, AGSC
• Assist with the collection of contract and compliance documents to support efficient processing and filing of required documentation
• Coordinate and schedule student oral exams (MA, PhD and candidacy), working with Pod administrators to secure spaces and any needed equipment
• Participate in the admissions process by uploading documents to PeopleSoft, assisting with the distribution of admissions materials to committees and departments as needed, receiving and sorting transcripts, assisting with GPA calculations, and preparing/organizing applications for reviewers
• Contribute to the development of policies and procedures for Graduate Program Advisors to store required contract and compliance documentation based on University and FOIP guidelines
• Liaise with other FGS and other units as required

Curriculum and Academic Review Committee - Graduate:

• Working with the Chair, coordinates the function of the Curriculum and Academic Review Committee - Graduate including scheduling meetings, preparing agendas, preparing motions, acting as the first point of contact for inquiries from committee members and other interested parties. Prepare supporting documentation, including researching University policy and procedures.
• Providing guidance to Graduate Program Directors and Graduate Program Advisors with preparation and synthesis of submission materials.
• Collaborate with the Manager, Arts Graduate Students’ Centre, Manager, Academic Programs and Senior Undergraduate Program Specialist to ensure continuity across the Curriculum Academic Review Committees
• Ensure responsive communication with Graduate Calendar Coordinator and Graduate Program Directors to ensure Graduate Academic Program Subcommittee recommendations are communicated and implemented.
• Assess submitted materials to ensure compliance with graduate calendar guidelines. Prepare and distribute meeting agendas and minutes. Create GARC reports for Faculty of Arts Executive Committee and Arts Faculty Council for information and approvals. Work with the Graduate Calendar Coordinator to process all submissions and ensure the changes are implemented.

Qualifications/Experience

Required:

• Undergraduate degree required; a degree in the arts, humanities, or social sciences is preferred.
• Minimum 2 years administrative experience working in student services or student-facing roles
• Demonstrated experience working in a high-volume office environment
• Experience working in a large, dynamic team, demonstrating exemplary personal effectiveness and productivity
• Excellent interpersonal and communications skills
• Proven ability to be sensitive, tactful and diplomatic with faculty, students and other stakeholders
• Proven organizational skills, multitasking and high attention to detail
• Demonstrated ability to think critically and creatively under pressure while exercising good judgement and discretion
• Demonstrated ability to be resourceful, creative, innovative, and flexible in an environment with rapidly evolving demands
• Demonstrated ability to work independently to tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines
• Experience with web tools and content management systems (e.g., Drupal, HTML)
• Intermediate to advanced computer skills including MS Office Suite (including Word, Outlook, and PowerPoint, -) required
• Advanced Excel and SharePoint computer skills required
• Demonstrated ability to build relationships to accomplish goals with a diverse group within and outside of the Faculty of Arts

Assets:

• Experience interacting with and supporting graduate students
• Previous experience with PeopleSoft, Orbis, QLess, Purecloud, and Qualtrics,
• Knowledge of university policies and procedures is an asset

Application Deadline:  December 13, 2021

Applications should be submitted preferably in pdf format through the online portal using the "Apply Now" link, and must include a cover letter and a resume.

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 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 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.