Department Faculty of Science - Science Programs & Operations

Salary range $50,837.16 to $68,637.60

Hours per week 35

Grade 7

Posted date August 19, 2025

Closing date August 27, 2025

Position Type Full Time - Operating Funded

Description

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.

Location - This role is in-person at North Campus, Edmonton.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for the Faculty of Science

With over 8000 undergraduate students, the Faculty of Science has the largest undergraduate population at the University of Alberta. Home to seven teaching departments, 18 museums, and 9 centres and institutes, the Faculty of Science offers a welcoming and supportive environment for students, staff and faculty

Our Student Services Office invites applications for an Undergraduate Program Coordinator who will work alongside the advising team. This position plays a critical role in supporting student success and wellness. We are looking for a professional who enjoys interacting with students, can work in a high-volume environment, has a positive outlook and possesses a strong work ethic. The ideal candidate is pursuing a career in student support and is looking to establish a long-term career in the field.

Position Summary

Under the supervision of the Team Lead, Student Services, the Undergraduate Program Coordinator is responsible for the creation, maintenance and security of over 8000 undergraduate student records. The position acts as front-line advisor and liaison for current and prospective students, alumni, as well as internal and external contacts, and is responsible for the accurate delivery of information about academic requirements, deadlines, resources and university and faculty procedures and policies.

This position is responsible for the appointment booking system, updating student records, processing applications, transcripts, program change forms and other documents.

Duties

1. Acts as front-line advisor with due regard to university and faculty policies including: application and convocation processes, deadlines, academic standing, deferred exams, re-exams, grades, document requests, program requirements, and many other requests.

2. Responds to in-person, telephone, and e-mail inquiries about Faculty of Science policies from students, departments, faculties, and the public.

3. Uses Academic Advisement Reports to create exceptions and to complete electronic assessments of student records

4. Maintains the advising appointment system

5. Maintains all Faculty of Science student records and liaises with the Office of the Registrar for all records matters

6. Processes all changes to student records, such as assessing course overload requests, blocking registration, changing minors and majors, etc

7. Provides receptionist, clerical and administrative support as necessary.

Minimum Qualifications

1. Minimum 2 years post-secondary education

2. Strong organizational skills with a high level of accuracy and attention to detail

3. Excellent interpersonal and communication (verbal and written) skills including a strong ability to demonstrate professionalism, confidentiality, and diplomacy

4. Possesses solid emotional intelligence and social skills by demonstrating an understanding of emotional needs and responses when working with others

5. Computer proficiency with MS Office (Word, Excel, PowerPoint), Google Suite (Drive, Documents, Sheets, Forms)

Preferred Qualifications

• Minimum of 1 year of work experience in a secondary or post-secondary institution; knowledge of University of Alberta policies and procedures is an asset

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of inclusivity and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.

L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes ayant une orientation sexuelle ou une identité et une expression sexospécifique; et tous ceux qui peuvent contribuer à la diversification des idées et à l'université à postuler.

Note: This opportunity will be available until midnight August 27, 2025, Edmonton, Alberta local time.