Operations Assistant, University of Calgary Continuing Education

Position Overview

The Department of Continuing Education is currently seeking a Full-time Limited Term Operations Assistant for approximately 1 year.

The University of Calgary has one of Canada's largest and most successful continuing education programs.  Continuing Education is an academic unit whose mission is to provide high-quality educational opportunities to lifelong learners, thereby strengthening our community and our university.  Continuing Education administers more than 20,000 course enrolments per year, generating over $10 million in tuition revenue in the process. 

Reporting to the Manager, Business Operations of Continuing Education, the incumbent acts as backup to both the Information Services and Financial Services teams, as well as the ICT exam center. This position is a highly skilled service role that requires an ability to provide exceptional customer service, interact positively with all levels of employees and management, and manage varying volume of work.  The purpose of this position is to ensure that all technical and financial transactions pertaining to student registration are effectively and accurately processed and reconciled daily, while acting as a resource to staff within the unit.

Position Description

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

Technical

• Assisting end users with accessing and basic troubleshooting of the Registration system, and external exam pods
• UCID issues such as merging duplicate students and assigning UCIDs
• Mentor and coach the Non-Credit community as a power user supporting the Non-Credit registration system
• Plans, coordinates and oversees all day-to-day aspects of the administration of a range of standardized testing activities conducted in a centralized testing center for different vendors (e.g. Certiport, PearsonVue etc), including the development and coordination of testing program policies and procedures, recruitment, training, and supervision of testing staff, and administration of testing carried out by proctors in accordance with established procedures

Financial

• Ensures that all financial transactions pertaining to student registration are correctly entered into the ERP systems in an accurate and timely manner
• Reconciles daily deposit transactions to Registration system reports (GL Details, Credit Card Payment, and Credit Card Refund report). Analyzing financial entries in Registration system to totals from cash register receipts and Moneris report
• Enters any necessary reconciliations or final entries into Accounts Receivable system for approval by central Finance
• Verifies accuracy of all cheques and rings them into the cash register
• Creates invoices as required in Billing module
• Requests new vendor setup through Accounts Payable system including follow up with Supply Chain Management to ensure prompt service
• Processes purchase requisitions, instructor vendor payments and ordering of office supplies into Eprocurement system
• Tracks and coordinates the ICT exam center budget with oversight from a Sr. Program Manager
• Approves tasks in Registration system task manager
• Develops and maintains working relationships with key stakeholders within Financial Services at the University of Calgary
• Acts as a backup support for the Information Services and Financial teams as needed

Administrative

• Record keeping and proper storage of documentation for deposits, journal entries, vendor payments and invoices
• Collect and analyze exam enrolments and results in monthly reports
• Opening/Closing of cash register daily
• Tracks keys and card access to Continuing Education offices and teaching facilities
• Enters room bookings for Continuing Education managed rooms in the UofC room booking system
• Handling incoming mail and deliveries

Qualifications / Requirements:

• Post-secondary education in Computer Science, Commerce or Business Administration with focus on IT
• One to two years’ experience in a high volume, customer service-oriented environment in financial, technical and administrative support
• Knowledge of University core business systems PeopleSoft, DestinyOne and e-learning course management systems (ie. D2L or Blackboard) is a strong asset
• Ability to translate technical terminology and to be patient when responding to repetitious end user requests
• Advanced computer skills, specifically Word and Excel and demonstrated experience with the internet, on-line calendar and email systems
• Knowledge of planning and scheduling exams
• Knowledge on how to manage computerized testing systems, processes, and facilities, including hardware and software
• Knowledge of regulations, policies, and standards for the administration and scoring of educational development tests
• Ability to work with minimal supervision and demonstrate initiative
• Demonstrated ability to be a collaborative team member
• Flexibility, exceptional customer service, communication and problem-solving skills
• Strong organizational and time management skills

Application Deadline:  December 14, 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 Operational/Administrative Job Family, Phase I.

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. 

COVIDSafe Campus Strategy

The University has implemented a new Vaccination Directive that requires all faculty and staff to be fully vaccinated against COVID-19 by January 1, 2022. You will be required to upload proof of vaccination prior to commencing your duties. Please review the COVIDSafe Campus website for further information and access to additional resources.

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.