Description
SSE Operations Staff within the Schulich School of Engineering is currently seeking a Full-time Limited Term Project Coordinator, Student Experience for approximately 24 months.
Reporting to the Operations Manager, the Project Coordinator, Student Experience is responsible for the coordination, tracking, and business operations support and engineering student experience programs. This position will oversee the day-to-day operations and support experiential learning initiatives such as the Schulich Student Activities Fund, global experiences, and scholarships.
This position’s regular schedule is 35 hours per week, Monday to Friday, 8:30-4:30. During peak periods, this position will organize and attend events and committee meetings outside of normal working hours. This is an in-person, on campus role with the possibility of remote work 1 day per week.
Summary of Key Responsibilities (job functions include but are not limited to):

Experiential Learning

• Lead project planning and oversee the complete implementation of annual global experience travel initiatives.
• Ensure strict adherence to established program guidelines and policies throughout the program lifecycle.
• Manage student payments, handle travel expenses, and process related invoices efficiently.
• Uphold universal global travel standards and risk management protocols, including Raisa administration.
• Facilitate effective communication among students, faculty, the Global Learning office, and external stakeholders.
• Arrange travel logistics for engineering international student projects, ensuring smooth operations.
• Provide guidance to the staff team on optimal practices for event logistics and project planning.
• Assist in budget management and prepare comprehensive project reports.
• Collaborate with relevant partners, particularly the Global Learning Office, to enhance international student engineering projects/experiences.
• Support other SSE-sponsored student experiences such as Outdoor Leadership trips, Homes for Home, and the Grace Hopper Conference.
• Manage all facets of the Schulich Student Activities Fund, including committee coordination, application review, communication with applicants, and award processing.
• Oversee disbursements and ensure efficient fund allocation.
• Apply and interpret SSAF policy guidelines, escalating exceptional cases for appropriate handling and approval.
• Assist in the review and update process of the SSAF to maintain relevance and effectiveness.
• Facilitate the selection process in collaboration with the committee, which includes compiling applications, scheduling interviews, and collecting necessary documents.
• Work closely with the Engineering Student Center and the Associate Dean Student Success & Interdisciplinary Academic Programs to manage the renewal process, including coordination with the Undergraduate Scholarship Committee, organizing welcome and sendoff events, and regular communication with scholars.
• Plan and coordinate small-scale welcome, farewell, and other events for scholars to foster a sense of community.
• Maintain consistent communication with the Awards office to ensure all scholarship deadlines are met promptly.

Account Management, Financial Reconciliation, Report Management & Power BI

• Manage all accounts related to the Schulich Student Activities Fund and the Undergraduate Schulich Prestige Scholarships process.
• Reconcile travel costs for international engineering student experiences/projects with the respective budget owners.
• Process awards and scholarships accurately and efficiently.
• Generate detailed reports for each account, ensuring thorough reconciliation of all transactions.
• Provide regular status updates on all accounts, tracking current expenditures and forecasting future spending.
• Analyze data to identify potential budgetary issues such as overspending or fund application errors.
• Address any errors in fund allocation promptly, developing and executing action plans as needed, and escalate to the Manager, Partner, Finance when necessary.
• Demonstrate comprehensive knowledge of university best practices in accounting functions and account management.
• Prepare annual reports on Schulich Student Activities Fund disbursements for operational and strategic program reviews.
• Utilize Power BI tools to create ongoing reports for analysis and informed decision-making.

QUALIFICATIONS / REQUIREMENTS:

• Post-secondary degree in Science or Arts preferred with a minimum of 5 years of relevant administrative experience.
• Minimum 3 years experience in event planning and financial management is required.
• Minimum 3 yearsexperience working with students in a support function, preferably within a post-secondary environment.
• Proficiency in Microsoft Office Suite, Qualtrics, PowerBI, email, internet, and web-based applications is necessary.
• Familiarity with PeopleSoft systems (Finance, HR, Student Administration) or equivalent is required.
• Strong interpersonal, organizational, and time management skills are imperative, alongside exceptional written and verbal communication abilities.
• Capacity to efficiently manage a substantial workload with flexibility and a positive, student-centered approach, even during periods of heightened stress and peak times.
• Demonstrated proficiency in critical thinking, judgment, and decision-making.
• Resourcefulness, creativity, innovation, and adaptability are highly valued traits.
• Thorough understanding of university policies, procedures, and regulations, including the Freedom of Information and Protection of Privacy Act.
• Ability to compose routine correspondence and perform various administrative tasks as required.
• Openness to sharing information and receptive to questions, concerns, ideas, and needs expressed by others.
  Application Deadline: April 14, 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.

Please refer the Job description for details