Student Support Assistant, Faculty of Graduate Studies
About the role
The Dean's Office within the Faculty of Graduate Studies is currently seeking a Recurring Part-time Student Support Assistant.
The University of Calgary is a research-intensive university with a focus on graduate education. Currently there are over 8000 registered graduate students across 65+ programs. The Faculty of Graduate Studies (FGS) is the faculty of registration for all graduate students and is accountable for administration and support of graduate student affairs.
Reporting to the Manager, Student & Program Support, the Student Support Assistant works within the Graduate Student Services team to deliver student-facing administrative services in an effective, timely, and customer focused manner, contributing to a positive student experience.
Shifts will be scheduled Monday to Friday between the hours of 8:30am and 4:30pm. Full-time hours and overtime may be required during peak periods. This position will be required to primarily work on-campus.
Summary of Key Responsibilities (job functions include but are not limited to):
Reception and Information Services
- Assist with reception and triage for visitors to FGS onsite and virtual reception, and with answering phone and email inquiries.
- Effectively monitor and respond to FGS student-facing email accounts and telephone numbers as assigned while on shift.
- Respond to inquiries (in-person, telephone, electronic) promptly, politely, accurately and professionally. Forward inquiries to other team members for response as appropriate.
- Provide students, staff and faculty members with information about programs and services, as well as FGS policies and procedures.
Administrative Support and Document Management
- Open, date-stamp, record and distribute mail promptly.
- Process student requests and submissions (transcripts, language test scores, theses, convocation applications, etc.):
o Process incoming transcripts (both hard copy and digital) and upload them into EDMS/ Synergize in a timely manner.
o Process incoming dissertations/theses and submits to the Vault Thesis Repository in a timely manner. - Record data accurately in the Student Information System (PeopleSoft Campus Solutions) and upload documents into the Synergize Electronic Document Management System (EDMS).
- Transform graduate student files from paper to electronic format; ensure documents are scanned and indexed accurately and quickly.
- Report issues that arise to the Team Lead, Graduate Student Services, or the Manager, Student & Program Support as appropriate, and collaborates on issue resolution.
Qualifications / Requirements:
- 2-3 years of graduate student services experience providing reception, customer service and administrative services in a high traffic environment, greeting guests and responding to incoming phone and email inquiries is required.
- Intermediate skills in Microsoft Office required. Experience with UCalgary Student Information System (PeopleSoft Campus Solutions) and Synergize Electronic Document Management System (EDMS) is required.
- Knowledge of University structure and processes in student administration and understanding of processes and documentation pertaining specifically to graduate students is required.
- High level of attention to detail with the ability to work with accuracy in a fast-paced, multi-functional environment focused on excellent customer service is required.
- High level of organization with the ability to manage a heavy volume of work and complete tasks efficiently in a dynamic work environment is required.
- Must have positive and pleasant telephone manner, and the ability to stay calm and de-escalate challenging interactions.
- Demonstrated success as a positive, collaborative and supportive team member.
- Demonstrated excellence in written and verbal communication skills.
- Ability to manage one's own workload to minimize stress, maintain wellness and model desired work behaviour is required.
- Graduate student services experience is an asset.
- Ability to quickly learn new processes and procedures associated with different technologies and information systems is an asset.
- Bachelor's degree is an asset.
Application Deadline: November 4, 2025
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.
This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 1.
For a listing of all management and staff opportunities at the University of Calgary, view our [Management and Staff Careers website](https://careers.ucalgary.ca/search/jobs?q=&ns_job_type_page=management- and- staff&cf%5Bjobfamily%5D%5B%5D=ASA&cf%5Bjobfamily%5D%5B%5D=FIN&cf%5Bjobfamily%5D%5B%5D=HRL&cf%5Bjobfamily%5D%5B%5D=HRS&cf%5Bjobfamily%5D%5B%5D=INT&cf%5Bjobfamily%5D%5B%5D=LBS&cf%5Bjobfamily%5D%5B%5D=MGT&cf%5Bjobfamily%5D%5B%5D=PRO&cf%5Bjobfamily%5D%5B%5D=RSS&cf%5Bjobfamily%5D%5B%5D=SKT&cf%5Bjobfamily%5D%5B%5D=SLT&cf%5Bjobfamily%5D%5B%5D=STU&cf%5Bjobfamily%5D%5B%5D=TEC&ns_faculty_unit_page=).
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](https://ucalgary.ca/news/ucalgary-top-startup-creator- amongst-research-institutions-canada). 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 Institutional Commitments](https://www.ucalgary.ca/provost/strategic-initiatives/office- institutional-commitments) (equity@ucalgary.ca ) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca ).
_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.
About University of Calgary
The University of Calgary is a leading Canadian university located in the nation's most enterprising city. The university has a clear strategic direction to become one of Canada's top five research universities, where research and innovative teaching go hand in hand, and where we fully engage the communities we both serve and lead. This strategy is called Eyes High, inspired by the university's Gaelic motto, which translates as 'I will lift up my eyes.’
Student Support Assistant, Faculty of Graduate Studies
About the role
The Dean's Office within the Faculty of Graduate Studies is currently seeking a Recurring Part-time Student Support Assistant.
The University of Calgary is a research-intensive university with a focus on graduate education. Currently there are over 8000 registered graduate students across 65+ programs. The Faculty of Graduate Studies (FGS) is the faculty of registration for all graduate students and is accountable for administration and support of graduate student affairs.
Reporting to the Manager, Student & Program Support, the Student Support Assistant works within the Graduate Student Services team to deliver student-facing administrative services in an effective, timely, and customer focused manner, contributing to a positive student experience.
Shifts will be scheduled Monday to Friday between the hours of 8:30am and 4:30pm. Full-time hours and overtime may be required during peak periods. This position will be required to primarily work on-campus.
Summary of Key Responsibilities (job functions include but are not limited to):
Reception and Information Services
- Assist with reception and triage for visitors to FGS onsite and virtual reception, and with answering phone and email inquiries.
- Effectively monitor and respond to FGS student-facing email accounts and telephone numbers as assigned while on shift.
- Respond to inquiries (in-person, telephone, electronic) promptly, politely, accurately and professionally. Forward inquiries to other team members for response as appropriate.
- Provide students, staff and faculty members with information about programs and services, as well as FGS policies and procedures.
Administrative Support and Document Management
- Open, date-stamp, record and distribute mail promptly.
- Process student requests and submissions (transcripts, language test scores, theses, convocation applications, etc.):
o Process incoming transcripts (both hard copy and digital) and upload them into EDMS/ Synergize in a timely manner.
o Process incoming dissertations/theses and submits to the Vault Thesis Repository in a timely manner. - Record data accurately in the Student Information System (PeopleSoft Campus Solutions) and upload documents into the Synergize Electronic Document Management System (EDMS).
- Transform graduate student files from paper to electronic format; ensure documents are scanned and indexed accurately and quickly.
- Report issues that arise to the Team Lead, Graduate Student Services, or the Manager, Student & Program Support as appropriate, and collaborates on issue resolution.
Qualifications / Requirements:
- 2-3 years of graduate student services experience providing reception, customer service and administrative services in a high traffic environment, greeting guests and responding to incoming phone and email inquiries is required.
- Intermediate skills in Microsoft Office required. Experience with UCalgary Student Information System (PeopleSoft Campus Solutions) and Synergize Electronic Document Management System (EDMS) is required.
- Knowledge of University structure and processes in student administration and understanding of processes and documentation pertaining specifically to graduate students is required.
- High level of attention to detail with the ability to work with accuracy in a fast-paced, multi-functional environment focused on excellent customer service is required.
- High level of organization with the ability to manage a heavy volume of work and complete tasks efficiently in a dynamic work environment is required.
- Must have positive and pleasant telephone manner, and the ability to stay calm and de-escalate challenging interactions.
- Demonstrated success as a positive, collaborative and supportive team member.
- Demonstrated excellence in written and verbal communication skills.
- Ability to manage one's own workload to minimize stress, maintain wellness and model desired work behaviour is required.
- Graduate student services experience is an asset.
- Ability to quickly learn new processes and procedures associated with different technologies and information systems is an asset.
- Bachelor's degree is an asset.
Application Deadline: November 4, 2025
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.
This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 1.
For a listing of all management and staff opportunities at the University of Calgary, view our [Management and Staff Careers website](https://careers.ucalgary.ca/search/jobs?q=&ns_job_type_page=management- and- staff&cf%5Bjobfamily%5D%5B%5D=ASA&cf%5Bjobfamily%5D%5B%5D=FIN&cf%5Bjobfamily%5D%5B%5D=HRL&cf%5Bjobfamily%5D%5B%5D=HRS&cf%5Bjobfamily%5D%5B%5D=INT&cf%5Bjobfamily%5D%5B%5D=LBS&cf%5Bjobfamily%5D%5B%5D=MGT&cf%5Bjobfamily%5D%5B%5D=PRO&cf%5Bjobfamily%5D%5B%5D=RSS&cf%5Bjobfamily%5D%5B%5D=SKT&cf%5Bjobfamily%5D%5B%5D=SLT&cf%5Bjobfamily%5D%5B%5D=STU&cf%5Bjobfamily%5D%5B%5D=TEC&ns_faculty_unit_page=).
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](https://ucalgary.ca/news/ucalgary-top-startup-creator- amongst-research-institutions-canada). 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 Institutional Commitments](https://www.ucalgary.ca/provost/strategic-initiatives/office- institutional-commitments) (equity@ucalgary.ca ) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca ).
_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.
About University of Calgary
The University of Calgary is a leading Canadian university located in the nation's most enterprising city. The university has a clear strategic direction to become one of Canada's top five research universities, where research and innovative teaching go hand in hand, and where we fully engage the communities we both serve and lead. This strategy is called Eyes High, inspired by the university's Gaelic motto, which translates as 'I will lift up my eyes.’