Undergraduate Administrative Coordinator, Faculty of Science

Position Overview

Undergraduate Science Centre in the Faculty of Science is currently seeking a Full-time Regular Undergraduate Administrative Coordinator.

Reporting to the Manager, Undergraduate Advising and Administration, the Undergraduate Administrative Coordinator works 35 hours per week. The Undergraduate Administrative Coordinator is responsible for providing comprehensive administrative support to the undergraduate programs in the Faculty of Science. This includes support of exams, course evaluations, timetabling data entry, and grade submissions and grade changes. Additionally, the Undergraduate Administrative Coordinator will support academic misconduct, undergraduate academic advising related processes, and answer and triage inquiries from visitors.

The Undergraduate Administrative Coordinator supports the coordination of the Undergraduate programs and activities for their assigned departments. The position provides support for undergraduate programs in a manner consistent with the departments goals and objectives, including the development of improved work practices. The scope of the position encompasses timetabling data entry, support for processing academic misconduct, department awards and general course support for the department (including course outlines, exams, course evaluations and grades). The position provides insight and recommendations for the Scheduling Specialist and Team Lead as related to the departments and programs they support. The position will serve a key communication and record keeping role for program operations.

The position requires the ability to use discretion, as well as maintain professionalism, tact and diplomacy in dealing with sensitive and confidential materials. The incumbent must have the ability to work under pressure with multiple and simultaneous deadlines, shifting priorities and a high volume of work. The incumbent must be able to prioritize multiple tasks, manage time, meet deadlines, and produce detailed and accurate work with frequent interruptions The incumbent requires a high degree of knowledge of department specific policies and processes (e.g., course support) and all administrative operations related to these processes, and as such contributes to the development, implementation, and maintenance of processes relating to academic policies and procedures.

Position Description

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

Coordinates course outline approval process, ensuring that templates are comprehensive and reflect updated university, Faculty and department policies and procedures

Works to support the Scheduling Specialist with timetabling, specifically data entry

Provides recommendations to Scheduling Specialist on space allocation for courses as related to timetabling

Supports Independent Study offering for individual students, as required

Foster and maintain cooperative and trusting relationships with stakeholders (both internal and external) in order to provide seamless and efficient support

Works as team to manage a high-volume email account and respond quickly and accurately to faculty inquiries

Manages document retention supporting course offerings, including course outlines, gradebooks and change of grade requests

Supports exams, course evaluations and grade submissions and changes

Provide recommendations to gain efficiency in administrative processes; acknowledge and respond to requests and general inquiries

Adhere to all university policy and regulatory requirements, including FOIP legislation

Prepares academic misconduct case files for the Associate Dean while exercising a high level of discretion and accuracy

Ensures accurate tracking, statistics and documentation retention for academic misconduct cases

Supports distribution of decision letters and follow up on student sanctions and compliance

Qualifications / Requirements:
A post-secondary credential (degree, certificate, diploma) is required or equivalent experience

Minimum 2 years administrative experience required

Experience working in a large, dynamic team with proven personal effectiveness and productivity is an asset

Excellent interpersonal and communications skills required

Strong time-management abilities with the ability to prioritize tasks

Proven organizational skills, multitasking and high attention to detail required

Ability to think critically and creatively under pressure while exercising good judgement and discretion required

Results oriented, flexible, resourceful, and innovative

Ability to work independently to meet tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines is required

Intermediate computer skills including MS Office Suite (including Word, Outlook, PowerPoint, and Excel) required

Previous experience with PeopleSoft, SharePoint, PowerBI and Qualtrics an asset

Knowledge of university policies and procedures associated with the portfolio supported is preferred

Ability to build relationships to accomplish goals with diverse groups within and outside of the Faculty of Science is essential

Maintain composure and professionalism in high-pressure situations

Application Deadline: March 24th, 2023

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/Admin Job Family, Phase 2.

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 visit Careers in the Faculty of Science

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

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.

As an equitable and inclusive employer, 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 academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.