Description
The Haskayne School of Business is currently seeking a Full-time Limited Term Student Services Coordinator for approximately 24 months.
The Student Services Coordinator is a member of the Student Services Team within the Haskayne School of Business (HSB). This role reports to the Manager, Graduate Student Services, with accountability to the Manager, Undergraduate Student Services. This role directly supports undergraduate and graduate student services; and works as a receptionist for MTH 424 office area.
The Student Services Coordinator works independently in their day-to-day work, and maintains regular and open communication with their manager, their team, and the stakeholder groups they support to ensure that all work is completed in an accurate, professional, and timely manner.
This role offers an energetic working environment with a wide variety of tasks and multiple priorities. Stressors range from low to moderate with routine work and periods of high volume with strict deadlines. Success in this role requires following established university policies and procedures, strong time management and customer service skills, and effectively performing a range of routine administrative activities. The Student Services Coordinator must have the ability to shift frequently between tasks, perform independently and as part of the team to meet changing priorities while always exercising sound judgement and tact. A high degree of thoroughness, strong attention to detail, efficiency, organization, and personal effectiveness are also required.
This position works within a framework of University and School policies and procedures and requires initiative and good judgment.
Due to operational requirements, this position is on campus and is not suitable for remote or hybrid work. This position works Monday to Friday, 8:30 AM to 4:30 PM, 7 hours per day (35 hours per week) and is part of the AUPE Collective Bargaining Unit.
Summary of Key Responsibilities (job functions include but are not limited to):

Front Desk and Reception:

• Welcome and triage guests, manage the advising queue, resolve inquiries
• Triage and direct phone calls appropriately, including answering phone calls, receiving and directing messages, and ensuring follow through as necessary
• Engage with Program Specialists to inform of visitors, queue length, etc.
• Maintain front area cleanliness and signage; create TV slides for information display
• Open/close office

Administration:

Provide efficient, accurate and dependable administrative support for Student Services. Tasks may include, but not be limited to:

• Answer general advising-related email inquiries using Academic Calendar and team guidelines
• Record advising interactions in PeopleSoft advising notes
• Provide outreach to students (appointments, follow-ups, outcomes of rulings)
• Participate in conversion campaign call-outs to newly admitted students. Guide students to resources
• Creation and communication of program-related letters and outreach (Dean’s List letters, awards letters). Assist with generation and mailing/emailing of letters and communications
• Respond to and create program enrollment confirmation letters (SWPP, IRCC, financial aid, etc.)
• Assist in setting registration access for specific courses/student groups
• Enroll students in required courses across all terms
• Update student records (e.g., Co-op completion)
• Administer elective selection surveys and enrollments for programs
• Build student profiles
• Create term-based program groups for EMBA/MMgmt
• Track EMBA executive coaching activities and manage related invoices
• Create and maintain D2L shells. Manage D2L site communications
• Enter award nominations into PeopleSoft

Other Accountabilities/Tasks:

• Order and manage office supplies for the MTH 424 office area
• Collaborate with the Administrative Services Team in Haskayne to ensure compliance with university policies and procedures
• Within Student Services, create, document, update process efficiencies to administrative procedures to increase process clarity and efficiency
• Work alongside others to build a collaborative and inclusive team that shares information, ideas and best practices, identifies areas for improvement and recommends solutions to improve the productivity and efficiency within own working area and across teams
• Maintains current knowledge regarding FOIP and university records management practices and requirements
• Proactively monitor electronic screens and office signage ensuring the information displayed is accurate and current
• Participate willingly in learning and developing skills, utilizing tools and technology, and is open to accepting new challenges and assignments

Qualifications / Requirements:

• Minimum of 2+ years of progressive administrative experience or a combination of work experience and formal education are required
• Team player with a customer-first mindset who fosters a welcoming, service-oriented culture and positive stakeholder relationships and experiences
• Demonstrated administrative, analytical, organizational, time and workload management skills in an energetic environment while performing/prioritizing multiple tasks of varying complexity and responding to constant interruptions
• Demonstrated ability to act independently and as part of a team to initiate, coordinate, track and follow through with cyclical tasks and projects
• Strong written and verbal communication skills are necessary. Drafts clear and concise correspondence, seeks clarification, and responds to all enquiries with the utmost professionalism and within established guidelines
• Works well under pressure, remaining calm in demanding situations
• Respects privacy, maintains confidentiality, demonstrates diplomacy and good judgement at all times
• Intermediate to expert user of business systems including Microsoft Office Suite, Teams, Zoom, and web navigation required. Understands or willing to learn and become an intermediate to expert user of University core business systems such as PeopleSoft

Application Deadline: September 11, 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 Operational/Administrative 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 .
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, 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 Institutional Commitments ( equity@ucalgary.ca ) and requests for accommodations can be sent to Human Resources ( hrhire@ucalgary.ca ).
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

Provide efficient, accurate and dependable administrative support for Student Services. Tasks may include, but not be limited to:

• Answer general advising-related email inquiries using Academic Calendar and team guidelines
• Record advising interactions in PeopleSoft advising notes
• Provide outreach to students (appointments, follow-ups, outcomes of rulings)
• Participate in conversion campaign call-outs to newly admitted students. Guide students to resources
• Creation and communication of program-related letters and outreach (Dean’s List letters, awards letters). Assist with generation and mailing/emailing of letters and communications
• Respond to and create program enrollment confirmation letters (SWPP, IRCC, financial aid, etc.)
• Assist in setting registration access for specific courses/student groups
• Enroll students in required courses across all terms
• Update student records (e.g., Co-op completion)
• Administer elective selection surveys and enrollments for programs
• Build student profiles
• Create term-based program groups for EMBA/MMgmt
• Track EMBA executive coaching activities and manage related invoices
• Create and maintain D2L shells. Manage D2L site communications
• Enter award nominations into PeopleSof

Other Accountabilities/Tasks:

• Order and manage office supplies for the MTH 424 office area
• Collaborate with the Administrative Services Team in Haskayne to ensure compliance with university policies and procedures
• Within Student Services, create, document, update process efficiencies to administrative procedures to increase process clarity and efficiency
• Work alongside others to build a collaborative and inclusive team that shares information, ideas and best practices, identifies areas for improvement and recommends solutions to improve the productivity and efficiency within own working area and across teams
• Maintains current knowledge regarding FOIP and university records management practices and requirements
• Proactively monitor electronic screens and office signage ensuring the information displayed is accurate and current
• Participate willingly in learning and developing skills, utilizing tools and technology, and is open to accepting new challenges and assignment