Description
The Arts Graduate Students' Centre in the Faculty of Arts is currently seeking a Full-time Regular Graduate Program Advisor.
Reporting to the Manager, Arts Graduate Students' Centre, the Graduate Program Advisor works as a member of a team supporting graduate programs across the Faculty of Arts.
Responsible for day-to-day graduate student administration, the Graduate Program Advisor interacts regularly with students and Graduate Program Directors and provides accurate information and guidance based on expertise in procedures, policies and regulations related to admission, registration, and progression in Faculty of Arts graduate programs through to graduation.
The work of the Graduate Program Advisor position includes periods of high volume, tight deadlines, and competing priorities. Accuracy in record keeping and advising is crucial, errors have a high impact on student program progression and experience. This is a full-time position working Monday - Friday with regular office hours and 35 hours per week.
The primary purpose of this position is to oversee the smooth operation of graduate student administration in the Faculty of Arts, ensuring adherence to policies, procedures and deadlines. The incumbent will work in collaboration with the ASGC team, Graduate Program Directors, and Academic Program Specialists.
The Graduate Program Advisor is a collaborative member of a team dedicated to student success. This includes being supportive and personalized relationships with students, managing their day-to-day expectations, and advising students on university policies, programs, degree requirements, procedures, and related matters.
Summary of Key Responsibilities (job functions include but are not limited to):
STUDENT ADVISING
- Advise current/prospective students in both one-on-one and group settings, including admissions, degree requirements, and university policies and procedures.
- Support students to make informed decisions and fulfill the requirements of their degree choice.
- Provide advice and assistance to students throughout their academic experience, including progression and requirements for their chosen degree.
- Foster and maintain cooperative and trusting relationships with the Faculty of Graduate Studies, Enrolment Services and other student affairs and service offices across campus in order to provide seamless and efficient student support.
PROGRAM ADMINISTRATION
- Efficiently and effectively administer all graduate student administration for the assigned programs, ensuring adherence to policies and deadlines.
- Interpret and apply policies and regulations as required to graduate student administration issues.
- Collaborate with the ASGC team, Graduate Program Directors, Pod Program Coordinators and to ensure a seamless student experience from admission through to graduation.
- Respond to prospective student inquiries and assists applicants and referees through the admissions process.
- Prepare application files for graduate committee review including GPA calculations and admission eligibility.
- Processes all offers and rejection of admissions as directed by department Graduate Committees.
- Prepare and process forms related to student progression through the program, including registration, supervision, committee formation, candidacy examinations and thesis defense.
- Prepare and enter graduate student payroll and scholarship payments into PeopleSoft.
- Advise students regarding eligibility for scholarships.
- Assist in the preparation of the graduate student budget.
- Assist in the preparation of graduate program reports.
- Approve graduate student convocation lists.
- Monitor and maintain student records.
- Liaise effectively with the Faculty of Graduate Studies and other university units as needed.
- Adhere to all university policy and regulatory requirements, including FOIP legislation.
TEAMWORK & DEVELOPMENT
- Proactively identify professional development needs and maintain professional expertise.
- Participate in cross-training to assist in other areas when needed and to meet graduate student support priorities.
- Work collaboratively with AGSC to provide backup for other graduate programs as assigned.
Qualifications / Requirements:
- Undergraduate degree required; a degree in the arts, humanities, or social sciences is preferred.
- Minimum 3 years of administrative experience in a university environment supporting graduate programs.
- Demonstrated ability to work collaboratively and productively in a large, dynamic team.
- Extensive knowledge of University & Faculty of Graduate Studies policies, procedures, and processes.
- Demonstrated advanced proficiency with the PeopleSoft Student Administration and Human Resources modules.
- Demonstrated advanced computer skills in Microsoft Office applications including advanced Excel spreadsheet skills for data analysis and management, Word for document preparation and mail merges, SharePoint and OneDrive for document management and other MS Suite tools as needed.
- Demonstrated excellent organizational and time management skills.
- Demonstrated advanced written and verbal communication skills.
- Demonstrated ability to be resourceful, creative, innovative, and flexible in a work environment with frequent changes and updates to policy, procedure and processes.
- Demonstrated ability to work independently under tight timelines, maintain confidentiality, and handle overlapping and shifting deadlines.
- Demonstrated knowledge of the Freedom of Information and Protection of Privacy Act and the Student Misconduct and Academic Appeals Policy.
Assets:
- Demonstrated knowledge of the program associated with the portfolio supported is an asset.
Application Deadline: July 10, 2025. Applications must include a cover letter and an up-to-date resume.
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.
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.
