Coordinator, Office Associate Deans; Student Experience), Faculty of Graduate Studies

Description

The Dean's Office within the Faculty of Graduate Studies is currently seeking a Full-time Regular Coordinator, Office of the Associate Deans (Student Experience).

The University of Calgary is a research-intensive university with a focus on graduate education. Currently there are approximately 8,000 registered graduate students across 80+ programs; more than 35% are international. The Faculty of Graduate Studies (FGS) is the faculty of registration for all graduate students and is accountable for administration and support of graduate student affairs.

This position reports to the Manager, Graduate Student and Program Support, and works closely with the Associate Deans, Student Experience (ADs), who provide day-to-day guidance and oversight. The Coordinator provides comprehensive day-to-day administrative and coordination support to the ADs (Student Experience), ensuring they are well-supported and that all unit activities are effectively organized, actioned, and tracked to completion.

• Collaborate with the Manager, Student & Program Support, the Team Lead, Graduate Program Officers, and the Graduate Student Support and Advising Specialists to ensure coordinated support for the Associate Deans (Student Experience) and the effective progression of student service activities across the FGS team.
• Coordinate student cases, including triaging, assignment based on Associate Dean caseloads, ensuring timely collection of required information, tracking, documentation, and prompting follow-up actions as required (including meeting notes, documentation, correspondence and managing follow up actions).
• Coordinate and provide administrative oversight of the graduate student appeal process for the Faculty of Graduate Studies, ensuring adherence to timelines, completeness of documentation, effective communication among stakeholders, and timely progression of cases.
• Manage multiple shared team inboxes (ad students and adsecoordinator), including monitoring, responding, triaging, and assigning inquiries to appropriate team members based on request type and workload.
• Monitor and report on office activities, including tracking service volumes and response times, developing reports, and analyzing outcomes to support informed decision-making and continuous improvement.
• Ensure timely and accurate filing and document management, including maintaining SharePoint documentation to support consistency, information sharing, and process improvement, and ensuring compliance with institutional information management policies and records retention requirements across EDMS, the FGS shared drive, SharePoint, and email systems.
• Coordinate and manage scheduling for Associate Deans, including maintaining complex calendars, prioritizing and triaging requests, arranging meetings with internal and external stakeholders, and ensuring necessary materials and follow-up actions are in place.
• Support the development of academic correspondence related to student matters by drafting, reviewing, and editing communications, while ensuring accuracy, clarity, consistency, and alignment with Faculty policies and standards.
• Coordinate and support Student Team meetings, including scheduling, meeting logistics, agenda development, documentation of decisions and action items, and follow-up to ensure continuity and timely completion of work.
• Support the preparation and delivery of Student Team workshops and events, collaborating to prepare presentation materials and coordinating internally and with other units to arrange room booking, catering, and marketing, as required.
• Ensure a proactive approach to identifying and implementing process improvements to enhance efficiency and reduce response times.
• Coordinate the annual renewal of supervisory privileges in collaboration with the Associate Dean (Supervision and Mentoring), ensuring timely progression, effective communication with stakeholders, and appropriate escalation, as required.
• Provide support and coverage for the Graduate Student Services team on a back-up basis as needed.
• Actively contribute to a responsive, collaborative, and student-centred team culture, supporting coordinated service delivery and effective collaboration across the Student Experience team.

• Post-secondary education: a Bachelor's degree is required, a graduate degree is considered a strong asset.
• 3-5 years of experience in graduate student services, records administration, and high-volume administrative coordination within a post-secondary environment is required. Experience supporting senior leaders or executive-level portfolios is a strong asset.
• Demonstrated knowledge of University of Calgary structures, systems, and processes related to graduate student services and administration is required, with experience with academic misconduct, student standing, and appeals processes an asset.
• Strong knowledge of policies, standards, and practices across the graduate student lifecycle, including…