Program Specialist

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 Haskayne School Of Business is currently seeking a Full-time Limited Term Program Specialist for approximately 24 months.

The Haskayne School of Business has more than 3,000 full- and part-time students currently enrolled in bachelor's, master's, PhD and Executive Education programs. The School boasts 18,000 alumni in 60 countries. The School offers a full range of degree programs, including: Bachelor of Commerce, Master of Management (MMgmt), Master of Business Administration (MBA), Accelerated MBA, Executive MBA, Global Energy Executive MBA, the interdisciplinary Master of Science in Sustainable Energy Development, a Doctor of Business Administration (DBA), a PhD, and Executive Education. Stressors range from moderate to high. 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. The position must demonstrate strong communication skills and be comfortable dealing with diverse constituents including students, faculty, and staff. As well, there is considerable liaising with program specialists and student administration specialists from other faculties, departments, universities, stakeholders and student resource units. Extreme discretion must be exercised and good judgment followed. There is a high need for attention to detail. The position provides a variety of services to fairly, consistently and empathetically address the needs of more than 3000 undergraduate students within the Haskayne School of Business, as well as prospective students who are seeking admission to the School. The school currently admits approximately 800 students per year to its program and graduates more than 500 students each year. Teamwork, collaboration, communication and a supportive attitude are highly prized in this challenging environment. The Program Specialist provides student affairs expertise related to student admission, registration and progression through a student´s degree program to graduation. In addition, the
position is responsible for the day-to-day administration of a specialized portfolio supporting the school´s undergraduate program, initiatives and course offerings. The position reports directly to the Manager, Undergraduate Student Services, supported by the Team Lead.

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 may be required.

Position Description

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

• An in-depth knowledge of calendar admission criteria for the Haskayne School of Business
• Admission evaluations are processed and recommendations made to the Associate Dean regarding which applicants should be admitted
• Academic credentials are reviewed and transfer credit to be awarded is checked for accuracy and correctness. Information is provided on credit assessment
• A detailed knowledge of degree program requirements is maintained and up-to-date
• Students' progression through their degree program to graduation is monitored closely on a proactive and continuing basis to ensure requirements are met
• Applications for Degree are processed accurately and in a timely fashion in collaboration with the team. Graduation lists are prepared for the Dean
• Letters of Permission to attend elsewhere are reviewed and approved and related transfer credit accurately assessed for a seamless transfer back
• Special registration requests are approved and processed including overloads of full courses, directed studies registration, restricted course registration, Visiting and Unclassified registration applications
• Registration requisite checks are undertaken to ensure students are progressing through their programs in an appropriate fashion
• The integrity of information provided to students when advising is ensured and is offered with discretion and tact to avoid misunderstandings or difficult encounters
• Cooperative and trusting relationships are fostered and maintained with Enrolment Services (i.e., Admissions Office and Registrar's Office) and other student affairs offices across campus to provide seamless and efficient student affairs processes
• Efficient operation of the Haskayne School of Business 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
• Contribution is made to the Institution's enrolment management initiatives by providing input and feedback when requested
• Administration of a specialized portfolio in support of the business programs (e.g. international exchange (incoming/outgoing), co-operative education, recruitment, retention and engagement initiatives, partnership agreements, diverse student populations, academic review of at-risk students, scholarship and award nominations, quota concentrations, course set-up and enrolment management, course scheduling co-ordination, communications and website maintenance)
• Attendance at recruitment and retention activities as appropriate
• External institution visits and counsellor events
• Annual University of Calgary Open House and You at UCalgary events
• Assist with the creation/updating of external marketing materials pertaining to the BComm
• Meets all ongoing Occupational Health and Safety initiatives, follows University OHS policies,procedures and OHS Legislation as required; ensuring personal, public and co-worker safety when completing tasks or engaging in potentially hazardous situations
• Is familiar with the University of Calgary "Statement on Principles of Conduct" and conducts himself/herself according to these Principles in all situations when acting on behalf of the University of Calgary
  

Qualifications / Requirements:

• At least 6 months of experience within the last three years advising prospective and current undergraduate business students on business program admission, progression, graduation and experiential learning opportunities in a post-secondary institution is required
• A minimum four-academic year undergraduate degree in Communications, Arts, Education, Social Work or Business is required
• A minimum of 2-4 years of progressive program administration and student advising experience, or a combination thereof, within a post-secondary institution is required
• Experience administering and being accountable for a portfolio connected to post-secondary student programs is required
• 2 to 4 years of demonstrated experience with strong communication, negotiation, program and student advocacy, team and customer service skills, and an ability to exercise judgment within established guidelines is required
• Intercultural competency dealing with diverse populations, cultures and languages is required. Fluency in two or more languages would be an asset
• 3 to 5 years of experience within a professional office environment is required
• Proven intermediate skills in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint, Access) is required
• Detailed knowledge of the framework of all undergraduate degree programs as detailed in University publications (e.g., University Academic Calendar and Viewbook) is required
• In-depth knowledge and experience of university student affairs policies, procedures and core business systems is required
• Awareness of the University's Mental Health Strategy is an asset
• Must possess knowledge of and demonstrable experience with university systems: PeopleSoft for Student Administration and the web-based degree audit tool: Academic Requirements, and the Electronic Data Management System (synergizing) Experience with QLess, Zoom and Microsoft Teams is an asset
• Must have proven excellent interpersonal skills appropriate to student-centric advising (listening, conflict resolution, diplomacy, patience, empathy), including the ability to be firm and make tough decisions
• Must have ability to handle many complex tasks in parallel, while meeting deadlines and maintaining accuracy and quality control in a high pressure environment
• A positive and professional attitude and the ability to work independently and productively 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 or request information. The role may include presenting, group advising, recruiting etc.
• Ability 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
• Proven ability to use discretion with confidential material. Understands and maintains confidentiality, demonstrating diplomacy and good judgment
• 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: December 29, 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 Specialist / Advisor 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 Haskayne School Of Business  https://business.careers.ucalgary.ca/ .

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

About the University of Calgary

UCalgary is Canada’s entrepreneurial university, located in Canada’s most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada’s leader in the creation of start-ups . Start something today at the University of Calgary. For more information, visit ucalgary.ca .

The University of Calgary has launched an institution-wide Indigenous Strategy 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] ).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities , and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role. 

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