Description
The Master of Public Policy within the School of Public Policy is currently seeking a Full-time Regular Program Specialist.
Reporting to and under the direction of the Senior Manager of Graduate Programs, the Program Specialist works in close collaboration with the Graduate Programs Team, providing administrative and logistical support for core Graduate Programs functions. The role contributes to the daily synchronization and delivery of tasks related to recruitment, admissions, operations, communications, and student support.
This is a full-time AUPE position of 35 hours per week, Monday through Friday at the University of Calgary Downtown Campus, with occasional non-standard hours required during peak periods and for major events. Occasional travel may be required.
Summary of Key Responsibilities (job functions include but are not limited to):
Recruitment, Admissions, and Advising
- Assist with the implementation of recruitment cycles by preparing materials, booking events, and supporting the coordination of sessions and stakeholder engagement.
- Respond to inquiries from prospective students and provide accurate information on program requirements, deadlines, and application processes.
- Support the admissions process by tracking documentation, maintaining applicant records, and preparing files for review by colleagues or the Senior Manager.
- Help maintain recruitment and admissions databases; assist with compiling statistics and status updates.
- Coordinate communications with prospective and incoming students, ensuring consistency in messaging and timely follow-up.
- Assist in coordinating the delivery of student funding by preparing nomination materials, tracking submissions, and maintaining supporting documentation.
- Maintain familiarity with FGS and institutional policies to accurately support students and direct complex questions to the appropriate contact.
Program Maintenance, Finance, and Academic Coordination
- Support the setup of course schedules, workshops, and course documentation in collaboration with other Specialist(s); collect outlines, confirm details, and update records.
- Enter or update information in academic systems such as D2L, PeopleSoft, or departmental calendars. Flag issues and support instructors as needed.
- Track USRI processes, grade submissions, and documentation deadlines for academic compliance.
- Assist with the onboarding of instructors, TAs, and student hires by collecting documentation, supporting system entry, and following up on process steps.
- Track and submit transactions for program-related expenses, student funding, and events, as required. Support finance reconciliation procedures with support from senior team members, where needed.
- Assist in maintaining program-facing digital assets (web pages, newsletters, templates), ensuring updates are accurate and timely.
- Help document procedures and contribute to administrative process improvements.
Operational and Unit Support
- Maintain internal documentation, shared resources, and process checklists to support continuity and knowledge transfer across the team.
- Assist with logistics and coordination for team planning activities, such as staff meetings, training sessions, or working groups, or engagement initiatives with instructors, colleagues, or students.
- Prepare or format materials, templates, and tools for internal use, supporting consistency and shared practices across the unit.
- Contribute to a collaborative and solutions-oriented team culture by actively participating in planning cycles, communications, and continuous improvement discussions.
- Support the execution of special projects, unit priorities, and other duties assigned by the Senior Manager or SPP Director.
Qualifications / Requirements:
Required
- Post-secondary education at the level of a bachelor's degree, with additional, related certifications considered an asset.
- Minimum 3-5 years of experience in a coordination, administrative, or student services role, ideally within a complex or multi-stakeholder environment such as a university, public institution, non-profit, or professional office setting.
- Strong organizational skills with demonstrated ability to manage multiple timelines, track details, and follow through on recurring tasks and projects with minimal supervision.
- Excellent communication and interpersonal skills, with the ability to respond to inquiries clearly and professionally, and to collaborate with audiences from a range of disciplines, focus areas, and groups.
- Experience using administrative systems or tools to support record-keeping, reporting, or document management with a clear understanding of cause-and-effect dynamics in administration.
- Proficiency in Microsoft Office and a demonstrated ability to master new systems and processes.
- Ability to manage sensitive or confidential information with discretion, and to maintain accuracy in data entry and documentation.
- Demonstrated reliability, initiative, and a commitment to supporting team goals in a dynamic work environment. This includes the capacity to anticipate needs, mitigate challenges, and reliably solve problems.
Assets
- Professional experience in a post-secondary institution, in a graduate or professional program context.
- Understanding of graduate admissions, course delivery, academic administration cycles, and student experience management.
- Experience preparing documents for internal university processes, such as course outlines, USRI coordination, or personnel onboarding.
- Familiarity with University of Calgary systems and platforms such as PeopleSoft, D2L, SharePoint, Slate, and Enterprise Reporting. Knowledge of University of Calgary policies and procedures related to enrolment, scheduling, student records, and like areas.
Application Deadline: August 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.
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.
