Description
The Dean's Office within the Faculty of Graduate Studies is currently seeking a Full-time Regular Coordinator, Office of the Associate Deans (Student Experience).
The University of Calgary is a research-intensive university with a focus on graduate education. Currently there are approximately 8,000 registered graduate students across 80+ programs; more than 35% are international. 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.
This position reports to the Manager, Graduate Student and Program Support, and works closely with the Associate Deans, Student Experience (ADs), who provide day-to-day guidance and oversight. The Coordinator provides comprehensive day-to-day administrative and coordination support to the ADs (Student Experience), ensuring they are well-supported and that all unit activities are effectively organized, actioned, and tracked to completion.
Summary of Key Responsibilities (job functions include but are not limited to):
-
Collaborate with the Manager, Student & Program Support, the Team Lead, Graduate Program Officers, and the Graduate Student Support and Advising Specialists to ensure coordinated support for the Associate Deans (Student Experience) and the effective progression of student service activities across the FGS team.
-
Coordinate student cases, including triaging, assignment based on Associate Dean caseloads, ensuring timely collection of required information, tracking, documentation, and prompting follow-up actions as required (including meeting notes, documentation, correspondence and managing follow up actions).
-
Coordinate and provide administrative oversight of the graduate student appeal process for the Faculty of Graduate Studies, ensuring adherence to timelines, completeness of documentation, effective communication among stakeholders, and timely progression of cases.
-
Manage multiple shared team inboxes (adstudents and adsecoordinator), including monitoring, responding, triaging, and assigning inquiries to appropriate team members based on request type and workload.
- Monitor and report on office activities, including tracking service volumes and response times, developing reports, and analyzing outcomes to support informed decision-making and continuous improvement.
-
Ensure timely and accurate filing and document management, including maintaining SharePoint documentation to support consistency, information sharing, and process improvement, and ensuring compliance with institutional information management policies and records retention requirements across EDMS, the FGS shared drive, SharePoint, and email systems.
-
Coordinate and manage scheduling for Associate Deans, including maintaining complex calendars, prioritizing and triaging requests, arranging meetings with internal and external stakeholders, and ensuring necessary materials and follow-up actions are in place.
-
Support the development of academic correspondence related to student matters by drafting, reviewing, and editing communications, while ensuring accuracy, clarity, consistency, and alignment with Faculty policies and standards.
-
Coordinate and support Student Team meetings, including scheduling, meeting logistics, agenda development, documentation of decisions and action items, and follow-up to ensure continuity and timely completion of work.
-
Support the preparation and delivery of Student Team workshops and events, collaborating to prepare presentation materials and coordinating internally and with other units to arrange room booking, catering, and marketing, as required.
-
Ensure a proactive approach to identifying and implementing process improvements to enhance efficiency and reduce response times.
-
Coordinate the annual renewal of supervisory privileges in collaboration with the Associate Dean (Supervision and Mentoring), ensuring timely progression, effective communication with stakeholders, and appropriate escalation, as required.
-
Provide support and coverage for the Graduate Student Services team on a back-up basis as needed.
-
Actively contribute to a responsive, collaborative, and student-centred team culture, supporting coordinated service delivery and effective collaboration across the Student Experience team.
Qualifications / Requirements:
-
Post-secondary education: a Bachelor's degree is required, a graduate degree is considered a strong asset.
- 3-5 years of experience in graduate student services, records administration, and high-volume administrative coordination within a post-secondary environment is required. Experience supporting senior leaders or executive-level portfolios is a strong asset.
-
Demonstrated knowledge of University of Calgary structures, systems, and processes related to graduate student services and administration is required, with experience with academic misconduct, student standing, and appeals processes an asset.
-
Strong knowledge of policies, standards, and practices across the graduate student lifecycle, including familiarity with Faculty of Graduate Studies (FGS) policies (e.g., supervision, examinations, tuition and fees).
-
Proven ability to manage a high volume of complex cases and competing priorities in a fast-paced environment, with strong attention to detail and accuracy.
-
Experience in case management and information management is strongly preferred, including the ability to track, document, monitor progress, and report on outcomes.
-
Highly developed interpersonal, written, and verbal communication skills, with the ability to communicate effectively and professionally with diverse stakeholders, including students, faculty members, and senior leadership.
-
Must be able to manage multiple changing priorities while still maintaining and meeting deadlines.
-
High level of organization with the ability to focus on details and complete tasks efficiently.
-
Ability to assess project and task status quickly and accurately in order to redirect, problem-solve when backlogs or issues arise.
-
Must be results oriented, and eager to identify areas for improvement and potential solutions in services.
-
The ability to manage one's own workload to minimize stress, maintain wellness and model desired work behaviors is required.
-
Excellent working knowledge of Microsoft Office is required. Excellent working knowledge of the University of Calgary Student Information System (PeopleSoft Campus Solutions), and the Synergize Electronic Document Management System (EDMS) is essential. Ability to embrace change and new technologies and be an innovative service provider, problem solver and empathetic team member is required.
-
Experience and comfort with leveraging technology related to student services and administration is required to deliver high caliber services and to streamline processes as required.
Application Deadline: June 22. 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 Operational 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 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.
