Description
The Graduate Science Centre within the Faculty of Science is currently seeking a Full-time Limited Term Graduate Business Analyst for approximately 12 months.
This position is integral to optimizing processes, systems, and workflows related to graduate student programs within the Faculty of Science at the University of Calgary. Reporting to the Senior Manager, Graduate Student Experience, the Graduate Business Analyst will collaborate with leadership and staff across Faculty of Science, Faculty of Graduate Studies and other central units.
The Graduate Business Analyst leads initiatives that enhance the efficiency, consistency, and quality of academic and administrative processes for graduate students within the Faculty of Science program. This includes gathering, analyzing, and documenting business requirements; identifying and recommending opportunities for improvement; and supporting the design and implementation of solutions that streamline workflows. With a focus on process automation, enhanced data analytics, and training, the Graduate Business Analyst ensures effective adoption of new systems and workflows, advancing accuracy and user experience in core administration processes. Through this work, the Graduate Business Analyst enriches both the student and faculty experience in the Faculty of Science.
This position ensures that processes are developed to meet stakeholder needs, from data collection to data retention to administrative input. The Graduate Business Analyst will liaise with the Faculty of Graduate Studies (FGS) Process and Systems Optimization (PaSO) initiative to ensure alignment of process development. By leading process improvements and providing actionable data insights, the Graduate Business Analyst strengthens decision-making, streamlines operations, and contributes to a more effective and responsive academic administration environment working toward the strategic initiative of Get Science Done. This position requires a high level of system expertise and extensive experience in aspects of the graduate program cycle. This position will provide high level of support, data and analysis for strategic decisions and long-term implementation of automated system and process solutions.
An ability to work in an open environment with constant distractions and interruptions is essential along with the ability to multi-task and self-manage. The incumbent must demonstrate high levels of customer service, communication, and interpersonal skills, and enjoy interacting with students, faculty and staff. Extreme discretion must be exercised and good judgment followed.
Summary of Key Responsibilities (job functions include but are not limited to):

Process Improvement & Automation (50%)

• Analyze current business processes and recommend strategies to eliminate inefficiencies and enhance service delivery.
• Collaborate with diverse stakeholders to ensure solutions are practical, sustainable, and aligned with institutional goals.
• Gather and document detailed business requirements for approved initiatives.
• Initiate, develop and implement changes to internal processes and procedures to streamline and centralize internal business processes and procedures related to the graduate student program management, system and student services enhancement.
• Lead the design, implementation, and evaluation of systemized process improvements to increase efficiency, accuracy, and consistency for graduate education support.
• Liaise with the Faculty of Graduate Studies (FGS) Process and Systems Optimization (PaSO) initiative to ensure alignment of process development.
• Develop and maintain automated systems and workflows that reduce manual effort and minimize errors.
• Identify opportunities for innovation in administrative processes and recommend sustainable solutions.
• Enhance data collection, storage, and reporting methods to support strategic and operational needs.
• Ensure data integrity and accuracy across multiple systems and platforms.
• Collaborate with IT, institutional stakeholders (FGS), and faculty to align automation solutions with broader systems and policies.
• Develop job aids, user documentation, and system guides to support staff in adopting new processes.
• Liaise with other units on campus which are student focused such as the Faculty of Graduate Studies, Registrar’s Office, Student and Enrollment Services, etc. to ensure coordination of graduate policies and procedures.
• Support the Faculty of Science on institutional changes and system upgrades. Initiate, develop, and implement advising / administrative aids and support documentation for policies and procedures within the Graduate Science Centre.

Project Management (30%)

• Lead and support key graduate administration projects including Oral Exam tracking, and Student Funding.
• Develop project plans with timelines, milestones, deliverables, and risk assessments.
• Coordinate project tasks and ensure alignment with institutional priorities and strategic initiatives such as Get Science Done.
• Track and report on project progress, outcomes, and impacts through data analysis and status updates.
• Facilitate collaboration and communication between internal and external stakeholders to ensure project success.
• Anticipate potential challenges and implement solutions to maintain project timelines and deliverables.
• Support post-project evaluations, documenting lessons learned and opportunities for future improvement.

Change Management, Documentation & Training (20%)

• Design and deliver training sessions for staff and faculty on systems, process changes, and automation tools.
• Develop accessible training materials, step-by-step guides, video, and online resources to support ongoing staff and faculty learning.
• Provide one-on-one and group coaching to ensure consistent understanding and use of new processes.
• Engage stakeholders to identify training needs and tailor content to user experience and workflow.
• Champion change initiatives by fostering awareness, understanding, and buy-in across the Graduate Science Centre.
• Monitor adoption of new processes and provide follow-up training and support as needed.
• Serve as a resource for staff questions, troubleshooting, and guidance during transition periods.Act as a role model, mentor, resource and coach to team of Graduate Program Administrators, dealing effectively with complex tasks using expertise, judgement, and professionalism.

QUALIFICATIONS / REQUIREMENTS:

• Undergraduate degree required; master’s degree preferred.
• At least 3-5 years progressive experience within the Faculty of Science graduate programs environment required.
• A high degree of knowledge about the graduate student lifecycle and an understanding of policies, processes, and procedures of the various units within the University connected to graduate student activities (e.g., admission, registration, orientation, oral exam, student pay, program progression, convocation, etc.) is required.
• Strong knowledge of process improvement methodologies.
• Advanced skills in data analysis, reporting, and dashboard development; ability to translate data into actionable insights.
• Proficiency with project management and collaboration tools (e.g., Asana, MS Teams, or equivalent).
• High-level technical proficiency with systems, databases, and automation tools.
• Excellent organizational and time management skills with ability to manage multiple priorities under tight deadlines.
• Strong written and verbal communication skills; ability to convey complex information clearly and concisely.
• High degree of accuracy, attention to detail, and discretion in handling sensitive information.
• Strong interpersonal skills with the ability to work effectively with diverse groups of students, staff, and faculty.
• Ability to work independently with minimal supervision, while thriving in a team-oriented, open, and dynamic environment.
• Demonstrated ability to develop and maintain complex training documentation.
• Demonstrated success as a positive, collaborative, supportive colleague, and mentor.
• The ability to analyze information quickly and think critically and creatively to resolve problems or act on or develop opportunities is required.
• Advanced computer skills including MS Office Suite (including Word, Outlook, PowerPoint, advanced Excel and Power BI) PeopleSoft required; knowledge of related software (e.g., Electronic Document Management Systems, Qualtrics) and data management experience is required.
• Proven ability to manage multiple changing priorities is required.
• Demonstrated ability to be resourceful, creative, innovative, and flexible required.
• Proven decision-making skills, multitasking and high attention to detail required.
• Ability to manage a heavy workload and stress during peak periods.
• Strong knowledge of academic graduate calendar including the ability to interpret policies, procedures and regulations required.
• Thorough knowledge of University policies, procedures and requirements including the Access to Information Act (ATIA) and the Protection of Privacy Act (POPA) is an asset
  Application Deadline: September 12, 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.

Please refer the Job description for details