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Position Overview

The Program Coordination team within Continuing Education is currently seeking a Full-time Limited Term Program Assistant for approximately 2 years.

This position reports to the Manager, Service Delivery, and will administer and coordinate seminars, courses and programs and will serve as a direct point of contact to instructors. This position provides critical logistical and operational support to ensure a quality learning experience for University of Calgary Continuing Education students.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

  • Ensures all logistical details and course requirements are coordinated in the most efficient and effective manner while ensuring accurate and consistent information is being provided to students, instructors, colleagues and the public
  • Handles all set-up details for courses and course sections in the UCCE registration system
  • Booking of facilities such as classrooms, computer labs, and others as required through relevant booking systems
  • Source, order and prepare course materials and supplies for distribution to students in face-to-face or online courses, through the bookstore or electronically
  • Request and order audio visual equipment and resources for course
  • Establish strong working relationships with instructors and ensure all arrangements are in place for their delivery of a quality course
  • Accurately prepare Instructor contract letters
  • Confirm and document completion of instructor onboarding
  • Ensure instructor payments are posted to the appropriate payroll system or requisitions are
    entered for contract for service payments
  • Welcome visitors to UCCE and assist with their inquiries
  • Records management in compliance with University policy (i.e. retention and destruction)
  • Process payments for supplies, instructional services, and other services
  • Prepare and distribute letters of completion/registration and parchments of recognition
  • Provides information and assistance on admissions, program requirements, exceptions, graduation
    and course scheduling
  • Processes admission applications, course registrations, transfers/withdrawals and fee
  • Prepare and update promotional information that includes program timetables and course
    information that is available for viewing on the continuing education web site
  • Ensure information is accurate and consistent in print and online resources

Qualifications / Requirements:

  • Completion of a level of education equal to an office administration certificate or diploma program
  • One year related experience; an equivalent combination of education and experience may be considered
  • Strong working knowledge of Microsoft Professional Office (Word, Excel, Outlook, Access, PowerPoint)
  • Excellent written and verbal communication, time management, organizational and interpersonal skills and strong attention to detail
  • Ability to set priorities and meet deadlines
  • Strong customer service orientation
  • Ability to perform multiple and varied tasks, with attention to detail in a fast paced environment
  • Positive attitude and demonstrated ability to be a collaborative team member
  • Experience working in a post secondary school environment would be an asset
  • Experience with the University of Calgary core business systems: UCCE registration system and PeopleSoft would be an asset

Application Deadline:  July 5, 2019

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.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

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 professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

from University of Calgary Timeline

About University of Calgary

The University of Calgary is a publicly funded research-intensive university founded in 1966, with 14 faculties offering more than 250 academic programs, and more than 50 research institutes and centres. As one of Canada’s top comprehensive research universities, UCalgary combines the best of university tradition with the city of Calgary’s vibrant energy and diversity. Our main campus occupies a beautiful setting with a view of Alberta’s Rocky Mountains, and covers more than 200 hectares — an area larger than Calgary’s entire downtown. In 2016, UCalgary was ranked as one of the top 200 universities in the world by QS World University Rankings and Times Higher Education World University Rankings.