Job Description

Position Overview

Faculty of Arts is currently seeking a Full-time Limited Term (Project) Academic Relations Coordinator for approximately 18 months.

This position is part of the administrative team of the Faculty of Arts that has direct contact with the Dean, Vice Dean and senior leadership on an ongoing basis. There are approximately 350 academic staff members and 150 administrative staff. This position is full-time limited term for approximately two (2) years.

The Academic Support Coordinator reports to the Vice Dean with coordinated accountabilities to the Dean and Vice Dean. The Academic Support Coordinator will collaborate with the HR and the Finance partner, senior leadership (associate deans and heads/directors) and Dean\'s office support staff.

This is a multi-faceted position that provides administrative leadership encompassing a broad range of quality assurance, governance, and administrative functions, including: coordination of faculty members support and unit-specific execution of academic processes (tenure, promotion, merit, Research and Scholarship Leaves (RSL)) under the general direction of Faculty Support (Office of the Provost); maintenance of confidential academic HR files in accordance with university and government legislation; coordination of Academic Performance Reports (APR) process; and, execution, coordination and administrative leadership for various governance matters, including: maintaining currency of Faculty Guidelines in consultation and collaboration with HR; drafting, coordination and tracking of all matters related to promotion committee elections and membership; and, development of policies and procedures as required. The incumbent will play a supporting role in consistent application of policy and procedure, maintaining up-to-date records on faculty distribution of effort, merit and, actively seeking faculty development opportunities. This new position will be highly involved in shaping and deploying new initiatives.

Position Description

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

• In collaboration with the HR Academic Advisor and HR Partner, serve as the primary resource for coordinating the academic processes such as merit, promotion, tenure and RSL. Provides faculty support for faculty members in academic career processes.
• Coordinates internal reviewers, committees and meeting logistics for merit and promotion processes. Advises the Dean and Vice Dean on progress and informs of any concerns.
• In collaboration with central support staff, ensures the onboarding of new academics provides a professional experience and welcome to the Faculty of Arts.
• Creates, tracks and maintains database to support fair and equitable distribution of effort.
• Assists the Dean and Vice Dean by uploading appropriate documents to appropriate systems for various academic career processes. May also assist faculty members uploading documents to such systems upon request.
• Upon completion of process (promotion and tenure or merit), secures signatures required and forwards to HR Services for further processing and/or retention.
• Creates and maintains a tracking system for any recommended changes to Faculty Guidelines and recommendations to Dean and Vice Dean and HR and Finance partners.
• Creates and maintains an academic hiring spreadsheet, and tracks administrative term appointments.
• Serves as Faculty system Administrator for annual Academic Performance Reports (APR).
• Support merit and RSL committees.

Qualifications / Requirements:

• Bachelors degree is required
• 1-3 years of related experience
• Experience with the University of Calgary\xc3\xa2\xe2\x82\xac\xe2\x84\xa2s academic career processes is an asset
• Experience writing and editing reports, and expense monitoring is required
• In-depth knowledge of, and experience with, University policies and procedures an asset
• Professional work ethic with a focus on maintaining confidentiality when dealing with highly sensitive information
• Demonstrated ability to manage multiple project priorities and deliverables
• Demonstrated effective communication skills, customer service skills, and team orientation
• Proven leadership and mentoring skills
• Proven ability to exercise judgement within established guidelines
• Ability to take initiative, work independently, organize and complete work with minimal supervision
• Ability to function well as part of a team is essential
• Strong interpersonal skills, with the ability to build effective working relationships at all levels within the organization
• Strong organizational and time management skills required, with the ability to prioritize and manage competing deadlines
• Ability to work effectively under pressure and adapt to changing priorities
• Must be able to remain composed and deal appropriately in demanding situations
• Possess advanced skills in Microsoft Office Suite, working knowledge of PowerPoint and familiarity with electronic filing system and databases
• Must be open to learning and development, and be willing to accept new challenges and assignments
• Experience with PeopleSoft, SharePoint, and Desire2Learn (Brightspace) functionality and administration is considered a strong asset

Application Deadline: August 28, 2023

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 Specialist / Advisor 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 . For more information visit Careers in the

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

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 has launched an institution-wide in line with the foundational goals of , 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 ( ) and requests for accommodations can be sent to Human Resources ( ).

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.

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