Description

The Arts Admin Operations within the Faculty of Arts is currently seeking a Full-time Staff Limited Term Academic Program Specialist for approximately 1 year.

The Faculty of Arts is home to highly motivated educators, researchers and students who have the critical and technical skills, as well as the creative knowledge and spirit, to make sense of our rapidly changing and increasingly globalized world. As the largest teaching faculty and the site of exceptional scholarly and creative activity, the Faculty of Arts is central to the Ahead of Tomorrow goals of sharpening our focus on research and scholarship, enriching the quality and breadth of learning, and integrating with the community. The Faculty is excited to offer a student experience and a commitment to citizenship, diversity and inclusion that helps build a healthy and respectful campus culture for all. We are extremely confident in the excellence of our various programs, institutes and centres, and take great pride in the accomplishments of our students, faculty, staff and alumni.

The Faculty's student services and administrative services functions are delivered through five (5) operational pods serving 2-3 Departments/Schools each, and three (3) centralized units that serve the operational pods and the Faculty as a whole including: the Arts Student Centre (ASC), Arts Graduate Student Centre (AGSC), and the Business Operations Centre (BOC).

This position reports to the Pod Manager and works closely with the Department Head/School Director, Undergraduate and Graduate Directors/Division Leads to support undergraduate and graduate programs in Departments/Schools served by the pod. This position operates in a dynamic environment, characterized by the ongoing development and evolution of new structures, programs, budgets, policies, and processes to support the respective units and the Pod. The incumbent must be able to demonstrate exceptional ability to prioritize a multitude of tasks, manage time, meet deadlines, and consistently deliver detailed and accurate work. This position also deals with routine and complex issues, providing advice and guidance to faculty members, other staff, and students.

The position requires the ability to use discretion, maintain professionalism, as well as tact and diplomacy in dealing with sensitive and confidential materials. The incumbent must have the ability and capacity to work under pressure, managing multiple and concurrent deadlines, navigating shifting priorities and a high volume of work. In consultation with the Pod Manager, the incumbent will determine work priorities in alignment with established procedures and Department/School goals and objectives.

This is a regular full-time position and is part of the AUPE bargaining unit. Normal hours are 35 hours/week, Monday to Friday. Peak work periods occur throughout the year, and on occasion, pre-approved overtime may be required to accommodate operational requirements. This position is required to work on campus with the potential of hybrid work. Occasional evening and/or weekend work may be required.

This position is part of a multi-incumbent structure within the Faculty of Arts, where incumbents may be expected to provide mutual coverage and support across the faculty. Pod-specific requirements may apply based on the operational needs of the hiring unit.

Primary Purpose of the Position (key purpose, functions, roles):

The Academic Program Specialist plays a crucial role in planning and coordinating both Undergraduate and Graduate programs and activities within their assigned program. This role also helps to foster a positive Undergraduate and Graduate student experience, promoting continuity between programs and facilitating communication between the Pod and Centralized Units. The position provides support for undergraduate and graduate programs in a manner consistent with the Department's/School's goals and objectives, including the development of improved work practices. The scope of the position encompasses diverse tasks such as supporting calendar changes, timetabling, conducting data analysis and reporting, distribution of Department/School awards, and general course support for the Department/School as well as student communications for the Pod. The incumbent provides insight and recommendations for programs to facilitate successful day-to-day operation and ensures consistency and continuity of service as academic leadership changes. The position also serves as a pivotal role for communication and record-keeping for program operations.

The incumbent must possess substantial knowledge for managing enrollment projections and analysis, timetabling, Department/School-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.

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

TIMETABLING (GRADUATE / UNDERGRADUATE)

Works closely with the Pod Manager and leadership team of the Department/School to support graduate and undergraduate timetabling, including drafting course offering schedules, space allocation and timetable entry in PeopleSoft. Liaises with Scheduling on timetable-related issues, including scheduling exception requests, supplementary and program fees, requisites, reserve caps, and topic course requests. Coordinates course outline approval process, ensuring that templates are accurate, comprehensive and reflect current University, Faculty and Department/School policies and procedures. Coordinates directed reading/Independent Study offerings for individual students. Prepares teaching assignment letters. Coordinates change of grade, exam, deferred or make-up exam and Departmental/School consent processes. Administers Honours student programs and other specialized programs by monitoring student progress, coordinating required coursework and course scheduling, directing students to appropriate instructors or supervisors, and compiling data to support Departmental/School planning and recruitment.

PROGRAM ANALYSIS

Performs analysis and prepares reports to support program-specific initiatives that enhance student experience (e.g., student recruitment, program changes, conversion efforts, student recognition, etc.) in conjunction with the Pod Manager and the Departmental/School leadership team. Performs course administration tasks as required (e.g., D2L shell creation, final exam scheduling). Liaises with the Pod Manager and Departmental/School leadership team to identify issues and suggest solutions or enhancements to services and administrative processes. Monitors course enrollment, suggests and coordinates effective responses in conjunction with the Pod Manager and Departmental/School leadership. Performs analysis and prepares support for both graduate and undergraduate program initiatives, such as unit and curriculum reviews, including preparation of calendar change documentation and resulting follow-up communications & processes. Provides pertinent information to the Department Head/School Director and Pod Manager, by providing new or updated information that may impact the undergraduate programs, data that may impact decisions, identifying 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.

EVENT PLANNING/STUDENT EVENT SUPPORT

Supports the pod Administrative Assistant on events and special projects for the operational pod as needed. Promotes, and on occasion, attends student events such as orientation, recruitment, open house, information sessions, etc.

AWARDS ADMINISTRATION

Coordinates Department/School-specific awards processes, including preparing reports, coordinating award adjudication or decision-making processes, and communicating Department/School award decisions to appropriate units.

PROGRAM ADMINISTRATION

Coordinates Department/School-specific placement processes, including tracking placement requests, coordinating placement decisions, entering into PeopleSoft, and communicating Department/School placement decisions to students and appropriate units external to the Pod. Administers Department/School-specific undergraduate student processes, including admissions/entrance submissions, auditions, practicums, enrolment tracking, teaching assignments, ensembles, one-on-one lessons, recitals, juries, and associated evaluation and scheduling activities as applicable. Creates and updates program-related handbooks and other documentation, as needed.

GENERAL ADMINISTRATION

Liaises regularly with advisors in both the Arts Students' Centre and the Arts Graduate Students' Centre to ensure a cohesive student experience across centralized units and the Pods. Maintains routine communication with advisors in both the Arts Students' Centre and the Arts Graduate Students' Centre to ensure issues and opportunities discovered in day-to-day advising are incorporated into program planning and vice versa. Coordinates Department/School-level administration of Group Study offerings. Refers students to appropriate resources within the Faculty and University when required. Responds to prospective student communications, directing inquiries to other Faculty and University units where appropriate. Works with Pod team members to cross-train and to cover team members within the Pod in the case of vacation, absences, etc. Maintains essential records and statistical information. Other duties as required.

Qualifications / Requirements:

A post-secondary undergraduate degree. A minimum of 3 years of experience in a program or student administration role in an academic setting, preferably post-secondary, with responsibilities related to student administration. Scheduling experience is preferred. Experience as an undergraduate program administrator or program specialist, combined with an in-depth familiarity with the undergraduate and graduate academic program curricula, structures, regulations and responsibilities at a senior administrative level Demonstrated knowledge of post-secondary scheduling systems and academic schedule planning process. Demonstrated knowledge of the calendar update process and ability to integrate that information into the academic scheduling process. Exceptional organizational, analytical, and problem-solving skills with attention to detail. Excellent written and verbal communication skills aimed towards a variety of audiences. Demonstrated ability to be flexible and manage a heavy workload and high stress during peak periods. Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams), SharePoint and Zoom. Demonstrated advanced time management skills to frequently re-prioritize to meet new, emerging, and tight deadlines. Ability to work in a team environment or independently, with minimal supervision. Demonstrated positive, professional attitude and motivation to provide a high level of service. Demonstrated openness to learning and development, strong work ethic, and a willingness to accept new challenges and assignments. Demonstrated ability to work in a fast-paced environment with frequent interruptions.

Qualifications/Expertise Considered a Strong Asset:

Proven data analysis and reporting preparation expertise. Advanced knowledge and experience with the PeopleSoft system, specifically Student Information System modules, Power BI, Desire2Learn (D2L), AdAstra Scheduling tool and optimizer and/or any other required systems. Detailed knowledge of University organizational structure, regulations, policies, procedures, and systems. Working knowledge of Qualtrics with the ability to build surveys and gather results data. Advanced knowledge of the student lifecycle and an understanding of university and faculty policies related to admission, registration, and convocation.

Application Deadline: July 05, 2026.

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 Specialist / Advisor Job Family, Phase 2.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

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 ii' taa'poh'to'p 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's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary.

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 ([email protected]) and requests for accommodations can be sent to People & Culture ([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.