Graduate Program Administrator, School of Architecture, Planning and Landsc

at  The University of Calgary

Description
The School of Architecture, Planning and Landscape is currently seeking a Full-time Regular Graduate Program Administrator.
The position reports directly to the Manager, Faculty Operations and is responsible for the day-to-day administration of the three master’s degree programs in the Faculty of Environmental Design. The incumbent may serve as a first point-of-contact for students with concerns, and is required to exercise discretionary decision-making based on sound judgment and a thorough understanding of the policies of the University and of the Faculties of Graduate Studies and Environmental Design.
The School of Architecture, Planning and Landscape currently operates out of two facilities, one on main campus and one downtown, in a temporary location adjacent to City Hall. The incumbent will work on a rotating weekly schedule between the two campuses. In the coming year, the School will be moving to a new, permanent downtown home that will consolidate all our operations in one place. This is a generational moment of transformation change for SAPL, as we grow our enrolment from 400 to 1200 students and build-out our strategic mission of being the most community embedded design school in North America.

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

• Acts as student liaison, answering inquiries pertaining to registration, enrollment, fees, and fulfillment of program requirements, preparation for convocation, and faculty and University regulations.
• Evaluates policies and procedures and makes recommendations to the Associate Deans regarding possible changes to administrative practices.
• Maintains a paper file for course-based master’s degree student, as well as an electronic list of these students.
• Supervises student registration and enrollment activities.
• Monitors progress of course-based degree students in all programs to ensure degree requirements are met.
• Prepares convocation lists for EVDS Faculty Council approval.
• Ensures course grades are submitted by deadline, and monitors incomplete or pending grades afterwards.
• Prepares and maintains the Faculty Master Timetable, supervising the schedule of courses and assignments of classrooms for the programs.
• Prepares the Faculty calendar submission for the Faculty of Graduate Studies and University calendars, and reviews the calendar proofs checking for accuracy and completeness.
• Recording secretary for Faculty’ Mid-Year and Year-End Reviews of student progress.
• Prepares student academic reports for the meeting.
• Advises the Dean and Associate Deans of students’ registration constraints and deadlines as a result of these meetings.
• Recording secretary for Faculty Standing Committee on Student Appeals.
• Compiles confidential correspondence and appeal documentation for the Appeals Committee meetings.
• In the absence of the EVDS Programs Administrator, responds to inquiries to prospective students ranging from high school students to recent undergrads to professionals changing careers.
• In the absence of the EVDS Programs Administrator, is available to oversee coordination of PhD examinations candidacy and theses defenses; oversees PhD course registration, leave of absence forms, annual progress reports, funding and enrollment verification letters; liaises with Faculty of Graduate Studies on policy changes, directives and processes regarding PhD students.

QUALIFICATIONS / REQUIREMENTS:

• Post-secondary degree and 5-7 years of related experience. (combination of related education and experience will be considered)
• Several years of administrative experience in a university environment is an asset.
• Extensive knowledge of the University of Calgary and its policies and procedures.
• Good working knowledge of core business systems and PeopleSoft and Microsoft Office applications.
• Excellent written and verbal communications, as well as good organizational skills and time management abilities.
  Application Deadline: February 13, 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 2.
  For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

• Acts as student liaison, answering inquiries pertaining to registration, enrollment, fees, and fulfillment of program requirements, preparation for convocation, and faculty and University regulations.
• Evaluates policies and procedures and makes recommendations to the Associate Deans regarding possible changes to administrative practices.
• Maintains a paper file for course-based master’s degree student, as well as an electronic list of these students.
• Supervises student registration and enrollment activities.
• Monitors progress of course-based degree students in all programs to ensure degree requirements are met.
• Prepares convocation lists for EVDS Faculty Council approval.
• Ensures course grades are submitted by deadline, and monitors incomplete or pending grades afterwards.
• Prepares and maintains the Faculty Master Timetable, supervising the schedule of courses and assignments of classrooms for the programs.
• Prepares the Faculty calendar submission for the Faculty of Graduate Studies and University calendars, and reviews the calendar proofs checking for accuracy and completeness.
• Recording secretary for Faculty’ Mid-Year and Year-End Reviews of student progress.
• Prepares student academic reports for the meeting.
• Advises the Dean and Associate Deans of students’ registration constraints and deadlines as a result of these meetings.
• Recording secretary for Faculty Standing Committee on Student Appeals.
• Compiles confidential correspondence and appeal documentation for the Appeals Committee meetings.
• In the absence of the EVDS Programs Administrator, responds to inquiries to prospective students ranging from high school students to recent undergrads to professionals changing careers.
• In the absence of the EVDS Programs Administrator, is available to oversee coordination of PhD examinations candidacy and theses defenses; oversees PhD course registration, leave of absence forms, annual progress reports, funding and enrollment verification letters; liaises with Faculty of Graduate Studies on policy changes, directives and processes regarding PhD students