11 Jan
University of Calgary
Calgary
Description
The Undergraduate Science Centre in the Faculty of Science is currently seeking a Full-time Regular Administration Team Lead.
The Administration Team Lead's primary directive is to optimize the Faculty of Science timetabling and enrolment management process by working closely with the Manager, Undergraduate Science Experience, Associate Dean (Undergraduate Programs and Student Affairs), department Associate Heads and Program Directors to enhance the student academic experience.
In this position, there is a high degree of complexity, moderate to high stress, and high impact of error as this individual is expected to perform at a fully proficient level. The work is driven by multiple deadlines and constant interruptions.
This role has the responsibility for coordinating and supervising the daily work of the Undergraduate Administrative team, acting as a mentor, and providing leadership, guidance, and training.
This position reports to the Manager, Undergraduate Experience, and has strong accountabilities to the Associate Dean (Undergraduate Programs and Student Affairs).
Summary of Key Responsibilities (job functions include but are not limited to):
Leadership, Training and Support:
- Support the Manager, Undergraduate Experience, Associate Dean (Undergraduate Programs and Student Affairs), department Associate Heads and Program Directors in making decisions related to undergraduate affairs by pulling data from advising and reporting systems (e.g., PeopleSoft, PowerBI, and Tableau) and providing recommendations and analysis.
- Act as a role model, mentor, and coach to the team of Undergraduate Administrators, dealing effectively with complex issues using expertise, judgement, and professionalism.
- Support ongoing training for Undergraduate Administrators (including both spontaneous training as questions arise and structured reviews of topics in staff meetings).
- Support all academic-related processes of student support including timetabling, course outlines and general course support, academic misconduct, exam support, and course evaluations.
- Responsible for the workload coordination of the Undergraduate Administrative team.
- Act as a resource to departmental Associate Heads and Program Directors, including assisting in training and developing job aids.
- Initiate, develop, and implement administrative aids and support documentation for policies and curriculum changes.
- Support the Faculty of Science on institutional changes and system upgrades.
- Evaluate policies and procedures and make recommendations to the Manager, Undergraduate Experience, Associate Dean (Undergraduate Programs and Student Affairs)
regarding possible changes to administrative practices.
- Participate as a contributing member on several Faculty of Science committees and university-wide committees.
Academic Calendar:
- Provide expert advice to departments and programs on proposed Calendar changes, including impacts, appropriate Calendar language, and systemization/implementation of changes.
- Acting member of the Faculty of Science Curriculum and Academic Review Committee (CARC).
- Assist the Associate Dean with the yearly calendar submission, including: receiving and reviewing information from the Faculty for calendar changes to courses and programs, preparing and submitting documentation to the various areas for faculty approvals; compiling a yearly summary of all calendar changes, ensuring the change rationale is accurately captured.
Timetable Management and Support:
- Review course offerings within the Faculty of Science including reserve capacities, requisites, low enrollment courses, and scheduling conflicts (particularly for multi-disciplinary programs).
- Work with departments to estimate course demand and identify course offerings which are significantly out of line with demand.
- Assist in setting strategic enrollment capacities based on estimated demand.
- Research timetabling best practices and provide recommendations on process improvement.
- Provide timetabling training and support to department administrators.
- Maintain the timetabling information manual and participate in timetabling sessions/workshops offered by the Registrar's Office.
Other:
- Detailed reviews of student records to determine eligibility for awards and scholarships.
- Identify professional development needs and skill priorities; continue own personal development, learning, and training; keep current with post-secondary developments.
- Adhere to all university policy and regulatory requirements, including FOIP legislation.
Qualifications / Requirements:
- Undergraduate degree required. Some graduate study or a master's degree preferred.
- Minimum 5 years of experience within student affairs or program advising required.
- Minimum 2 years of experience in progressive leadership required.
- In-depth knowledge of academic calendar including the ability to interpret policies, procedures, and regulations would be an asset.
- Proficient in PeopleSoft and PowerBI data management is required.
- Advanced computer skills including MS Office Suite (including Word, Outlook, PowerPoint, and Excel) required.
- Experience working in a large,
dynamic team with proven personal effectiveness and productivity is required.
- Excellent interpersonal and communication skills required.
- 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.
- Demonstrated ability to be resourceful, creative, innovative, and flexible required.
- Ability to work independently to tight timelines, maintain confidentiality, and deal effectively with overlapping and changing deadlines is required.
- Previous experience with PeopleSoft - Student Administration is considered an asset.
- Knowledge of university policies and procedures associated with the portfolio supported is an asset.
- Ability to build relationships to accomplish goals with diverse groups within and outside of the Faculty of Science essential.
Application Deadline: January 15, 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 Specialist/Advisor Job Family, Phase 3.
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 committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, and 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 (******@ucalgary.ca) and requests for accommodations can be sent to Human Resources (******@ucalgary.ca).
Do you have most but not all the qualifications? Research shows 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.
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