The College of Discovery, Creativity and Innovation within the Taylor Institute for Teaching & Learning is currently seeking a Full-time Limited Term Program Coordinator for approximately 12 months.
Reporting to the Program Manager of the College of Discovery, Creativity, and Innovation (CDCI), the CDCI Program Coordinator will play a significant role in program coordination of the unit and deliver a superior level of support to the Program Manager and other faculty and staff throughout the CDCI, the Taylor Institute (TI), and the University of Calgary. The successful incumbent will provide specialized support to the CDCI core programs and activities.
The Program Coordinator will also work closely with other faculty and staff to ensure effective program coordination of the CDCI, and will work within the framework of the University of Calgary policies and procedures. The work is highly interactive and includes contacts with faculty, staff, and students across the University of Calgary, as well as key members of the community. Exceptional professionalism, diplomacy, tact, organizational and data management skills are required. Strong verbal, written and interpersonal communication skills are critical in order to perform the many duties involving a broad range of individuals in often complex environments. The ability to effectively manage priorities, work independently with minimal direction to tight timelines, maintain confidentiality, as well as adapt to changing deadlines is also required.
This position necessitates developed skills in communicating with students and community, supporting program development and assessment, exercising judgment, and recommending changes to CDCI procedures and practices. Knowledge of internal university applications such as PeopleSoft and internal databases is expected, along with proficiency in data management software.
The successful applicant must execute quick and sound judgment in determining the best course of action using critical thinking and problem-solving abilities, while maintaining attention to detail and at times with minimal or no direction.
Summary of Key Responsibilities (job functions include but are not limited to):
Provide coordination and administrative support for PURE and Global Challenges (70%)
Update and maintain PURE website
Manage the PURE email account and all incoming and outgoing correspondence
Address general questions and concerns about the program by email or phone
Maintain regular correspondence, including timely reminders and updates to PURE coordinators, supervisors, adjudicators and students
Manage data and troubleshoot basic technical issues in SharePoint
Prepare agendas and scribe meeting summaries for PURE Working Group meetings
Work closely with Research Services Office (RSO) and Cumming School of Medicine (CSM) Undergraduate Awards Administrators and liaise with PURE Student Awards Office, Registrar’s Office and IT
Communicate as needed with Vice-Provost (Teaching and Learning) (VPTL) finance partner and faculty partners regarding fund transfers
Maintain and update student records data
Receive and track receipt of student final reports
Collect and organize qualitative and quantitative feedback from stakeholders to bring forward to improve the program
Support event planning with TI and VPTL Communications and Marketing team, including arranging catering, preparing event brief for special guests
Support and speak at engagement and information sessions for students and supervisors
Organize and facilitate meetings with PURE coordinators to provide updates on SharePoint and to PURE
Support PURE communications with TI and VPTL Communications and Marketing to showcase students and supervisors and provide information about the program
Contribute to and support program evaluation of PURE with preparing surveys and reporting findings
Maintain a program manual specific to PURE
Use of professional judgement is necessary with highly developed communication, organizational, analytical and problem solving skills to deal effectively with diverse groups
Apply administrative expertise in day-to-day work and proposing constructive solutions to problems
Efficiently deliver all program activities through coordination, administration, collaboration and leadership
Support the application recruitment plan for PURE
Foster awareness of the unique program needs concerning systems, services, policies, or practices for the improvement of and success of programs and initiatives; work with program stakeholders to streamline and improve the PURE process
Update and maintain Global Challenges website
Manage the general CDCI email account and all incoming and outgoing correspondence
Address general questions and concerns about the Global Challenges Inquiry I course by email or phone
Work closely with Faculty of Arts and Registrar’s Office to ensure course timetabling, calendaring and room bookings are complete and correct
Support the maintenance of an instructor resource D2L site
Lead delegated project deliverables to completion
Maintain a program manual specific to Global Challenges Inquiry I course
Support the program evaluation process of Global Challenges and report findings
Contribute to program planning process
Coordinate student registration across business units and on business system PeopleSoft
Support events planning for CDCI working with TI Communications and Marketing team, including arranging catering, tracking participation, collecting quantitative and qualitative feedback
Foster awareness of the unique program needs concerning systems, services, policies, or practices for the improvement of and success of programs and initiatives; work with program stakeholders to streamline and improve the CDCI processes
Support the recruitment plan for Global Challenges, including organizing and participating at recruitment events and managing student volunteers
Prepare internal and external communications specific to programming as needed
Provide data management and activity tracking support for programs and project initiatives ranging from collecting information, inputting data into database(s) to exporting reports and developing presentations
Provide administrative support to the CDCI, EE and TI teams (30%)
Prepare professional documents and reports as needed
Proofread general correspondence, administrative and leadership material, program documents, tracking documents and databases, letters, emails, annual reports, and other related documents
Act as delegate in committee meetings or other as needed
Organize and coordinate program activities that support the work of the CDCI and EE teams, including scheduling meetings, booking rooms, planning itineraries, preparing agendas, maintaining program documents
Provide general administrative support to the TI as needed
Qualifications / Requirements:
An undergraduate degree or equivalent combination of education, training and experience
Minimum two years of program coordination experience
Knowledge of university policies and procedures relating to undergraduate student programs
Knowledge of University culture, context, and strategic plans
Ability to professionally develop and maintain complex documentation related to administrative processes
Highly skilled in interpersonal, organizational, communication, critical thinking, problem solving
Strong ability to anticipate needs, plan, organize, coordinate and perform with minimal direction
Strong ability to incorporate program knowledge into responses to academic and student communities
Experienced, independent, collaborative and proactive team member, capable of managing responsibilities and deadlines with excellent written and verbal communication skills
Skilled in data management (collecting, organizing, minimal analyzing)
Familiar with program evaluation methods and techniques (quantitative methods and surveys)
Proficient at communicating effectively and professionally with all levels of university partners and external stakeholders – must possess maturity, self-confidence and poise
Ability to be flexible and manage changing and fluctuating workloads and stress during peak flow periods
Proven record of prioritizing tasks and completing work in timely manner and often on short notice
Knowledge of university business systems – Microsoft office (Outlook, Word, Excel), PeopleSoft, SharePoint, Desire 2 Learn (D2L), Qualtrics and other web-based applications
Excellent initiative, resourcefulness and self-motivated skills and willingness to accept responsibility
High degree of accuracy and strong attention to detail and formatting
Application Deadline: October 25, 2019
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 II.
To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website.
About the University of Calgary
The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.
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 professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.