Description
The
Faculty of Graduate Studies is currently seeking a Full-time Regular
Administrative Coordinator.
The University of Calgary is a research-intensive university with a focus on graduate education. Currently there are approximately 7,100 registered graduate students across 65+ programs. The Faculty of Graduate Studies (FGS) is the faculty of registration for all graduate students and is accountable for administration and support of the graduate student journey from application through convocation.
This position reports to the Manager, Operations & Office of the Dean, with day-to-day accountability to and guidance from both the Manager and the Senior Director, Strategic Operations. The Administrative Coordinator provides administrative and operational support and co-ordination for the Senior Director and Associate Deans (6) in the Dean's office, as well as core operational support and coordination for the FGS team. This position works closely with other FGS administrative staff, serving as a knowledgeable resource for administrative processes and systems by providing guidance, support, and training to team members and using expert communication skills to share information clearly and effectively.
The Coordinator contributes directly to the quality, consistency, and effectiveness of FGS team operations and service delivery. The role also supports governance committee coordination, communications, website and SharePoint content updates and coordination, and contributes graduate studies related content updates in the Academic Calendar. This position may also support the administrative needs of other areas at peak periods.
This position is located on Main Campus and works onsite in the FGS Office 35 hours per week, Monday to Friday, but on occasion, there may be the need to work outside of regular hours. Travel between UCalgary campuses may sometimes be required.
Summary of Key Responsibilities (job functions include but are not limited to):
Consult regularly with the Senior Director and Manager, Operations & Office of the Dean to set priorities and ensure a proactive approach to tasks and accountabilities.
Leadership and governance support:
- Provide administrative and operational support for the Senior Director and six Associate Deans, including scheduling meetings, managing calendars, preparing documentation, and supporting projects and initiatives as required.
- Support the Senior Director with coordination of the FGS Culture Club and Recognition Rex Program, as well as the FGS Managers group, and related initiatives.
- Provide back-up and support to the Manager, Operations & Office of the Dean as needed. This includes supporting FGS Council and committees as required during absence of the Manager.
- Assist with scheduling meetings for the Dean and Vice-Provost as required.
- Provide administrative support to the FGS Dean's Office by coordinating materials and communications for governance committees, including FGS Executive, FGS Council, GAPS, and APPC. Responsibilities may include preparing and proofreading meeting materials, drafting briefing notes, managing document distribution and uploads to D2L, coordinating correspondence with committee members, and supporting minute taking and the overall coordination of FGS Executive and Council meetings as needed.
- Assist the Associate Dean, Graduate Supervision and Mentorship with the Acquiring Supervisory Privileges Workshop (enrolling supervisors, adding to D2L, follow up correspondence regarding supervisory privileges).
Events and meetings coordination and support:
- Coordinate/support FGS meetings including room and refreshment booking, audio-visual set up, agenda, slide and document preparation, minute-taking.
- Support the planning and execution of events including internal team building events. Liaise effectively with colleagues, and with internal and external vendors to coordinate venues, refreshments, audio-visual set up, invitation and management of VIP guests, collection of RSVPs, event program creation, and communications.
Communications and academic calendar coordination and support:
- Work with FGS Communications to ensure the FGS website maintains up-to-date information under the Leadership and FGS Council/Committees sections.
- Manage the deangrad inbox and triage to appropriate parties. Support the Calendar Lead in reviewing graduate program changes submitted through CourseDog, ensuring alignment with established calendar standards.
- Assist in identifying discrepancies, coordinating revisions with stakeholders, and supporting the accuracy and integrity of graduate program information published in the Academic Calendar.
General office coordination and support:
- Support faculty-wide operational initiatives by coordinating timelines, gathering information from stakeholders, tracking action items, and providing administrative follow-up to ensure completion.
- Act as the onboarding coordinator for incoming staff and Associate Deans as required. Coordinate door access, IT set up, Peoplesoft access, scheduling of initial meetings and training sessions, and other items as requested. Maintain onboarding documents and information in FGSnet and the FGS Onboarding Teams site.
- Act as a knowledgeable administrative resource to FGS staff by providing guidance, training, and support on administrative procedures, systems, templates, and Faculty processes.
- Identify opportunities to improve administrative processes, develop and maintain standard operating procedures, and support implementation of consistent practices across the Faculty.
- Maintain office files for all activities in the Office of the Dean, including posting documents on-line, organizing electronic files, establishing and maintaining paper files, archiving historical documents, ensuring the security and confidentiality of files.
- Assist with appropriate set-up and moves of office space and IT equipment. Coordinate requests for IT support as required.
- Manage expense claims, payment of invoices, and account reconciliations.
- Input template-based hires, process documentation, and ensure appropriate coding is applied.
- Provide assistance as needed to the Student Services team, under the direction of the Senior Director.
- Provide assistance as needed to other FGS teams, under the direction of their Managers.
- Manage office visitors and telephone inquiries professionally, providing clear communication and direction.
- Support the student appeal process for the Faculty of Graduate Studies as required.
- Maintain inventory of supplies and equipment, place orders as necessary.
- Support the maintenance of a clean, tidy, and welcoming office space. Coordinate requests for facilities and maintenance support as required.
- Maintain and communicate schedule for kitchen clean-up.
Qualifications / Requirements:
- Post-secondary education (Bachelor's degree preferred), preferably in business/office administration or communications.
- Minimum 5 years of progressive administrative work experience in a complex business or university environment. University of Calgary experience, and knowledge of UCalgary administrative processes, systems and governance is a significant asset.
- Knowledge of policies and procedures related to graduate education is an asset.
- Excellent written and verbal communication skills with demonstrated ability to communicate complex information clearly and professionally to diverse stakeholders.
- Demonstrates a pleasant and helpful attitude, with experience providing a positive first impression to visitors.
- Well-organized, flexible, proficient and detail oriented.
- Demonstrated ability to work independently with a limited degree of supervision, while exercising sound judgment and seeking guidance when appropriate.
- Demonstrated ability to identify opportunities to improve work practices and processes.
- Proven team player who will provide support and leadership within the FGS staff team, within the parameters of the profile, while maintaining high regard for confidential matters.
- Demonstrated ability to work effectively across multiple functional areas and build productive relationships with internal and external stakeholders to achieve organizational objectives.
- Experience with tracking, reconciling and submitting expenses.
- Experience with creating requisitions and payment orders as well as handling payments for honoraria and contracts.
- Experience planning and executing both in-person and virtual events.
- Experience with onboarding new employees in the University environment is an asset.
- Solid knowledge of the Microsoft Office suite of products is required, including intermediate to advanced skills in Outlook, Word, Excel, and Microsoft Teams.
- Demonstrated technical skills with a variety of software and a high aptitude and eagerness to gain expertise with the software used by the Faculty of Graduate Studies. Peoplesoft experience together with skill in web content management, D2L (Learning Management System), SharePoint, Marketo and the Adobe Creative suite are highly desirable.
Application Deadline: October 5, 2026
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 3.
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
ii' taa'poh'to'p 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.
The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary.
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 ([email protected]) and requests for accommodations can be sent to People & Culture ([email protected]).
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. 