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Academic Program Specialist, Faculty of Arts

Job ID: 24749
Location: Main Campus
Updated February 14, 2022

This job posting is no longer active.

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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, Districts 5 and 6.

Position Overview

The Faculty of Arts is currently seeking a Full-time Regular Academic Program Specialist

This posiiton reports to the Pod Manager, Department Operations, with accountability to the Department Head of the Department of Art and Art History (DAAH) and the Director of the School of Creative and Performing Arts (SCPA).  This position also works closely with the pod administrative staff team and other faculty member administrative service positions that supports DAAH and the SCPA.

The Academic Programs Specialist (APS), SCPA/Art requires strong organizational, interpersonal and communication skills to deal effectively with queries and to maintain good working relationships with faculty, staff and current and prospective students. The incumbent must be able to provide excellent customer service. There is a need to make independent decisions, handle frequent interruptions, pay attention to detail and work independently with minimal supervision.  The incumbent requires flexibility and a high level of organizational ability. There are periods of high volume involving multiple priorities and strict deadlines, driven by the academic year. It is important that the incumbent be able to work effectively and manage their workload efficiently.

The position deals with both routine and complex issues, using independent and discretionary judgment on undergraduate issues which may not be addressed specifically by the defined procedures and practices.
 
In consultation with the Pod Manager, Department Operations, the incumbent will determine their own priorities and deadlines and the priorities in accordance with established procedures and DAAH and SCPA goals and objectives.

The Academic Programs Specialist, SCPA/Art is responsible for the coordination of the varied and complex undergraduate programs of Visual Studies and Art History in DAAH, and Dance, Drama and Music in the SCPA.

This position also helps build a positive Undergraduate student experience, encouraging the continuity between programs. This position requires thorough knowledge of the programs, policies and procedures of the five programs and 13 undergraduate degrees, in order to provide support for faculty and students. The GAPP is responsible for the smooth and efficient operation of the programs in a manner consistent with the unit‿s goals and objectives, including the development of improved work practices. This position provides insight and recommendations for the programs to enable successful day to day operation and ensures consistency and continuity of service as academic leadership changes.

The incumbent is expected to possess in-depth knowledge of program, Faculty and university-level policies and regulations as well as best practices at all levels of the university structure, as they relate to role responsibilities.

Position Description

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

  • Provides pertinent information to the Department Head, Director and Manager, by providing new or updated information that may impact the undergraduate programs, data that may impact decisions, recurring issues and providing recommendations on changes to processes to address and/or mitigate those issues, and other self-initiated information to best serve the students and programs.
  • Liaises regularly with advisors in the Arts Students' Centre to ensure a cohesive student experience across centralized units and the pods, and to ensure issues and opportunities discovered in day-to-day advising are incorporated into program planning and vice versa.
  • Liaises with other units, such as, the Student Accessibility Services and the Student-At-Risk response team, when appropriate depending on student needs.
  • Responds to prospective student communications, directing inquiries to other Faculty and University units where appropriate.
  • Develops and coordinates undergraduate program events, such as student recruitment, orientation, group advising and recognition.
  • Create and update four annual Undergraduate Student Handbooks, one for each of Art, Dance, Drama and Music, to support consistent and thorough information for students, faculty and staff.
  • Attends DAAH and SCPA committee meetings, as necessary.
  • Provide coordination and administrative support for the DAAH entrance portfolios submission for the VIST  degree. This includes tracking all student applicants through the application process.
  • Provide coordination and administrative support for the Dance entrance auditions for the three separate BA Dance, BFA Dance and BA/Bed and BA/BKin combined degrees. This includes tracking and communicating with all student applicants through the audition process, a 2-day in-person and/or video audition for approximately 70 students, preparation of materials for the jury members, coordination with students regarding their U of C admission process, and other technique admission requirements.
  • Provide coordination and administrative support for the Music entrance audition for the BMUS  degree. This includes tracking and communicating with all student applicants through the audition process, an individual audition for approximately 80 students in approximately 20 different instruments of study held over 3 days, preparation of materials for the jury members, coordination with students regarding their U of C admission process, and other technique admission requirements.
  • Provides exhibit planning and execution for Art VIST undergraduate students.
  • Provide support for course auditions as students progress in technique, acting and performance courses in Dance, Drama and Music.
  • Provide the detailed administration for one on one Music lessons for all BMUS majors and Music minors in approximately 20 instruments of study.
  • Administer the thrice weekly Music student Recital Hour, including attendance tallies to support course requirement tracking.
  • Administer the Music student junior  and senior Recitals, scheduled for all BMUS performance majors.
  • Administer end of Fall and Winter term juries for all BMUS majors.
  • Provide administrative  support for the 10 Music ensembles.
  • Monitors the programs of current Honours students. This includes monitoring honours students' program progress, including required courses, ensures timetabling of appropriate courses and directs students to instructors/supervisor, and assists the Honours Program Coordinator with targeting prospective students by obtaining appropriate data.
  • DAAH and SCPA undergraduate student societies liaison and support.
  • Coordinates the annual undergraduate nominated students awards processes.
  • Maintain confidentiality of student concerns and records, and compliance with FOIP standards.
  • Cross training and support for other DAAH and SCPA admin team members.

Qualifications / Requirements:

  • Undergraduate degree, preference given to a degree in the Fine Arts.
  • A minimum of 5 years of experience at a senior administrative level within a post-secondary environment, with an emphasis on student administration, student services and/or student/program advising experience.
  • Strong knowledge of University structure, procedures, and systems.
  • Knowledge of the requirements for professional and pre-professional training in Art, Dance, Drama, and/or Music, and the ability to understand how these requirements are expressed in the curriculum.
  • Experience in the administration of juried undergraduate application processes.
  • Demonstrated advanced skills in Microsoft Office Suite.
  • Proven knowledge and expertise with University of Calgary student systems, including the PeopleSoft Student Administration module.
  • Excellent interpersonal skills and experience in working with people in situations of stress and being able to effectively manage each situation.
  • Demonstrated advanced organizational and time management skills.
  • Excellent written and verbal communication skills, using both in-person and electronic channels
  • Ability to be flexible and manage a heavy workload and high stress during peak periods.
  • Proven ability to work effectively in a team environment as well as independently, exercising discretion in decision-making.

Application Deadline:  January 19, 2022

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.

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.

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