Description
The
Signature Learning Experience Office in the
Office of the Provost & Vice-President (Academic) is currently seeking a Full-time Regular
Coordinator.
The Office of Signature Learning Experiences (OSLE) is a central hub at the University of Calgary dedicated to connecting every student with transformative learning experiences that extend beyond the classroom. OSLE advances four Signature Learning Experiences, work-integrated learning, undergraduate research, entrepreneurial thinking, and global experiences, in close partnership with academic units and external organizations. By providing visible, accessible leadership and shared infrastructure, OSLE enables UCalgary to offer these high-impact opportunities to students at scale, and equips graduates with the curiosity, confidence, and real-world experience to shape what comes next.
The Coordinator reports to the Manager, Programs & Innovation, with accountabilities to the executive director and OSLE's academic directors. This role provides strategic support to OSLE's academic leaders and guides the coordination and implementation of projects related to institutional strategic initiatives in undergraduate research, entrepreneurial thinking, work-integrated learning and global experiences. A strong understanding of university and academic culture, governance, strategic plans, and priorities with a focus on teaching and learning is required. This position works closely with the OSLE's Executive Director and Academic Directors, OSLE's staff team, Associate Deans across all academic units, as well as Directors from business units, including Information Technologies, Enrolment Services, and the Office of Institutional Analysis.
The incumbent will require initiative and be able to work independently and with limited direction and consistently exercise independent judgment and initiative. A strong ability to set priorities, timelines, and meet deadlines within multiple projects that span across academic and business units is necessary, along with the ability to conduct short- and long-range planning. The incumbent must demonstrate strong facilitation, communication, and collaboration skills to engage with interest-holders across the University. Collaborative project management is necessary for the development and implementation of multi-unit projects and initiatives to ensure positive outcomes supporting high-quality teaching and learning experiences for students and staff across the academy. The incumbent will advise and make recommendations to management and academic leaders around procedures and practices within the scope of projects they are coordinating.
This position involves multitasking, prioritizing, and decision-making, with full understanding of the impact of decisions. The incumbent must be competent in dealing with diverse constituents, including academic and support staff, senior administration, representatives from other University units, and community partners. The position requires the ability to use discretion, maintain professionalism, confidentiality, and composure under pressure, demonstrate adaptability and flexibility, and provide efficient, quality service often requiring multitasking simultaneous priorities.
The incumbent provides coordination and logistical support for Academic Director activities, academic governance, and interest-holder engagement events within OSLE. Additionally, the Coordinator supports professional writing for academic grant proposals and reports. This position also supports advisory councils, committees, and governance structures that advance signature learning experiences across all 14 faculties at the University of Calgary. This role serves as a critical coordination point that ensures academic leadership, faculty engagement, and partnership activities are effectively organized and executed across OSLE.
This is a Regular Full-Time position and is part of the AUPE bargaining unit. The normal workday is 7 hours per day, five days per week, Monday through Friday. Flexibility is required as constantly shifting priorities might create a need for evenings and weekends work.
Summary of Key Responsibilities (job functions include but are not limited to):
Project Management & Support for Academic Leaders
- Develops, coordinates, and implements strategic projects in conjunction with OSLE's Academic Directors, including scheduling meetings, tracking initiatives, managing communications, and ensuring alignment across their academic leadership activities.
- Provide coordination and administrative support to the Executive Director for activities related to Academic Directors, governance structures, and academic engagement initiatives.
- Provide logistical and administrative support for Academic Director projects, committee work, and faculty engagement activities.
- Serve as liaison between Academic Directors and OSLE's program delivery teams to ensure academic strategy translates into operational execution.
- Create and manage required documentation (background information, speaking notes, agendas, and summaries) for project meetings.
- Develops and manages project schedules and task lists, and assists with the definition of project scope and objectives.
- Utilizes expertise in teaching and learning as well as project management to analyze data, including feedback received during consultations, prepare drafts for project teams, and outline governance processes, including drafting briefing notes.
- Prepares correspondence (letters and emails) and other documents as requested in a professional, articulate, and timely manner.
- Develops and coordinates project communication plans using multiple communication forms and strategies.
- Supports and coordinates data collection, management, and analysis of project outcomes.
- Manages several projects simultaneously, independently, and under a tight schedule.
- Maintains documentation of Academic Director activities, recommendations, and contributions to inform strategic decision-making.
- Prepare materials, agendas, and briefing documents for Academic Director meetings and consultations.
- Determine appropriate communication strategies and engagement approaches with key internal and external partners.
- Exercise considerable independent judgment in resolving scheduling conflicts and coordination challenges while balancing project coordination across the Academic Directors.
- Adapt to changing circumstances and last-minute requests while maintaining quality and professionalism.
Governance & Committee Support
- Support advisory councils, networks of experts, communities of practice, and working groups related to signature learning experiences.
- Coordinate and schedule committee meetings, prepare materials, manage agendas, and track action items and decisions.
- Facilitate cross-functional governance structures that support integration and quality across all signature learning areas.
- Maintain governance documentation and ensure institutional knowledge is captured and accessible.
- Schedule and coordinate consultation processes with faculty and academic interest-holders.
Facilitation & Engagement with Internal and External Partners
- Conduct background research for projects and interest-holder needs assessments.
- Develops facilitation plans for, and facilitates, engagement activities with key interest-holders including academic leaders and campus units, external partners and project teams.
- Coordinate faculty engagement activities, workshop information sessions, and professional development events across all faculties in collaboration with the Programs & Innovation and Operations & Impact teams.
- Plan and execute faculty workshops, information sessions, and professional development events related to signature learning pedagogy across all 14 faculties.
- Coordinate resources, materials, and scheduling for faculty development sessions related to signature learning experiences.
- Maintain communication channels with faculty contacts and academic units to support ongoing engagement.
- Facilitate group collaboration on interdepartmental or interdisciplinary efforts.
- Facilitate advisory groups and consultation processes.
Cross-Office Coordination & Administrative Support
- Serve as coordination point for activities requiring multi-team collaboration across all functional areas.
- Manage resource booking, space coordination, and logistical needs that support office-wide initiatives.
- Develop event timelines, budgets, and coordination plans to ensure successful execution.
- Support internal meetings, retreats, planning sessions, and staff development activities.
- Coordinate communication and information flow between different teams and functions.
Qualifications / Requirements:
- A bachelor's degree is required or an equivalent combination of education and experience.
- Minimum 5 years of related and progressive project experience, including at least two years of experience managing complex projects and initiatives.
- Minimum of 5 years of experience working in an academic environment within a university setting, preferably with experience navigating faculty governance structures.
- Demonstrated ability to successfully manage relationships, work effectively and respectfully with diverse interest-holders including senior leaders. Strong organizational and project management skills with proven ability to coordinate multiple complex activities simultaneously.
- Excellent interpersonal and communication skills; ability to work effectively with faculty, Academic Directors, staff, students, and external partners.
- Demonstrated analytical and problem-solving skills; and an established record of
exercising initiative is required.
- Demonstrated ability to provide coordination support without direct authority; ability to influence and facilitate collaboration.
- Strong understanding of the University's strategic plans, policies, procedures and the complexities of the University's organizational structure, with a focus on future-focused education and signature learning experiences.
- Strong facilitation skills including ability to plan and facilitate collaborative group
meetings and sessions with a variety of interest-holders including academic leaders and staff, students and administrative and technical staff from academic and business units across campus.
- Event planning and execution skills with attention to detail and ability to manage all aspects of logistics effectively.
- Resourceful at acquiring information and able to compile and convey it in a clear and concise manner.
- Strong organizational skills and time-management skills; the ability to work under pressure and handle a large and diverse workload in meeting deadlines.
- Must be able to remain calm in demanding situations, and appropriately deal with stress resulting from these situations, and have a positive attitude.
- Proficiency with scheduling tools, project management systems (e.g., Asana, AirTable), and meeting coordination platforms required.
- Expertise with Office365 (Word, Outlook, Excel, Teams, SharePoint), Qualtrics, and D2L Brightspace required.
- Experience with Orbis Outcome, Destiny1, AwardSpring, Yuja, and Articulate360 considered an asset.
- Ability to work independently with minimal supervision, anticipate needs, and solve problems proactively.
- Strong judgment and discretion when handling sensitive or confidential information.
- Commitment to fostering respectful, inclusive, and collaborative working relationships.
Application Deadline: October 16, 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
Specialist/Advisor 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. 