Description
The School of Public Policy is currently seeking a Full-time Staff Limited Term Project Assistant for approximately 7 months.
The School of Public Policy (SPP) at the University of Calgary is dedicated to advancing public policy education and research that responds to real-world challenges. Within its Graduate Programs division, the SPP offers two established graduate degrees and is actively expanding its academic offerings through new program streams, including a Laddered Master of Public Policy (MPP) and professional executive-style certificates. As part of a multi-year Expansion Project, the School is undertaking a series of initiatives focused on increasing enrollment capacity, enhancing program flexibility, and creating new access pathways for diverse learners. The next six months represent a peak period for both the Expansion Project and the overall activity of the unit, requiring additional project support.
Reporting to and directly assisting the Senior Manager of Graduate Programs, the Project Assistant provides operational and administrative support across this evolving portfolio. A core focus of the role will be on the development and future implementation of the Laddered MPP program, including tracking progress, coordinating planning activities, and assisting with stakeholder and curriculum-related tasks. However, the position is intentionally broad and designed to offer adaptable support across the full Graduate Programs landscape, including cross-cutting projects linked to the expansion. Those include marketing and research initiatives, technology projects, engagement activities, and more.
The role is well-suited to an early-career professional with strong organizational skills, an interest in graduate education or project coordination, and a real willingness to learn. The incumbent must be detail-oriented, dependable, and capable of working independently withi11 a dynamic, deadline-driven academic environment. The ability to balance multiple priorities, communicate effectively, and adapt to shifting project needs under pressure is essential.
This position is based at the University of Calgary Downtown Campus, with occasional work at Main Campus. The position works 35 hours per week, Monday to Friday, and might infrequently require attendance at after-hours initiatives.
The Project Assistant provides operational and planning support for the Graduate Programs Expansion Project and its related initiatives. Under the direction of the Senior Manager of Graduate Programs, the Assistant will work at the epicenter of the larger Project with exposure to its various dynamics and a responsibility to help steer it forward.
A central focus will be supporting the development of the Laddered MPP program, including logistical planning, recruitment strategy, curriculum coordination, stakeholder communications, and general development tasks. At the same time, the role provides adaptable support to broader Graduate Programs activities ranging from internal planning processes and special projects to general team operations during periods of peak activity.
This is a dynamic support role designed to strengthen capacity across the Graduate Programs portfolio. It requires initiative, organization, and the ability to manage detailed tasks within a complex and evolving academic environment. Impact of error is high.
Summary of Key Responsibilities (job functions include but are not limited to):
Project Coordination and Operational Support (40%)
- Provide core day-to-day coordination support for the Expansion Project by tracking timelines and deliverables across a range of interconnected project components including program development, marketing and research initiatives, digital systems planning, and stakeholder engagement.
- Provide flexible operational assistance for project activities, including scheduling, preparing meeting mate1ials, drafting emails or updates, formatting communications, and managing follow-ups to keep momentum across work areas.
- Maintain shared documentation like workplans, timelines, and decision logs, ensuring accuracy, version control, and accessibility. This includes overseeing internal program records and shared resources, ensuring tools and systems used by the team remain accurate and up to date.
- Liaise with internal partners and collaborators to collect information, confirm timelines, or follow up on deliverables, as directed.
- Support the preparation of summary reports, internal briefings, presentation decks, and background materials to be used with university leadership, academic committees, and external partners.
- Provide hands-on support for time-sensitive tasks, such as formatting proposals, editing documents, conducting light research, or preparing slide decks.
- Help identify gaps in documentation, coordination, or cross-team communication and work with the Senior Manager to ensure alignment across program, research, marketing, and administrative efforts.
Laddered MPP Development and Launch Preparation (40%)
- Assist in preparing reports and summary materials needed to support formal program approval processes, including collaboration within the School of Public Policy, central university units, and the Government of Alberta.
- Support the ongoing design and development of the Laddered MPP program, including organizing draft materials, tracking curriculum inputs, and assisting with sequencing, structure, and documentation.
- Help coordinate internal and external consultations related to the program's design and approval, including meeting logistics, materials preparation, and tracking of stakeholder input.
- Support early-stage planning for future recruitment, marketing, and admissions processes, such as organizing draft outreach materials, identifying process gaps, and collecting background information from peer institutions or internal systems.
- Assist in developing internal tools and frameworks to support student advising and onboarding once the program is approved, including intake tracking, program navigation materials, and resource templates.
- While this is a six-month term position, the Assistant will play a key role in establishing the operational foundation for the future launch and may be considered for an extended role as implementation advances.
Administrative and General Support (20%)
- Provide direct support to meeting scheduling, drafting communications, and assisting with day-to-day coordination across the unit.
- Support preparation of planning documents, reports, and presentations related to Graduate Programs
priorities. - Act as a general resource to the Graduate Programs team by taking on administrative tasks during peak times or in support of special projects.
Qualifications / Requirements:
- Post-secondary education required; a degree or diploma in a relevant field such as business, project management, communications, or public administration is an asset.
- 2+ years of experience in a coordination, administrative, or project support role, ideally in a fast-paced or multi-stakeholder environment.
- Demonstrated ability to take direction, work independently, anticipate needs, take initiative without requiring close supervision, and to exercise good judgment while doing so.
- Strong organizational and time management skills; able to manage multiple priorities, track progress, and follow through on details consistently.
- Excellent problem-solving skills and the ability to locate or synthesize information when processes are unclear or incomplete.
- Clear and professional written and verbal communication skills, with the ability to draft meeting notes, briefings, reports, and follow-up communications concisely and accurately.
- Ability to understand and follow institutional procedures and project plans, while remaining flexible as tasks or timelines shift.
- Proficient across Microsoft Office, SharePoint, and digital collaboration tools. The ability to quickly learn institutional platforms is essential.
- Skilled at supporting senior leaders and contributing to a team environment by anticipating needs, coordinating details, and maintaining clear, responsive communication.
- Assets include: exposure to basic project coordination frameworks (task tracking, Gantt charts, status reports); experience in a university environment; strong presentation and design skills; experience in proofreading and formatting.
Application Deadline: August 20, 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.
