Job Description

Description

The

Faculty of Veterinary Medicine

is currently seeking a Full-time Limited Term

Senior Academic Advisor

for approximately 24 months.


The Senior Academic Advisor, Faculty Development reports to the Manager, Faculty Affairs & Development with coordinated accountabilities to the Associate Deans, Faculty Affairs and Development. The Senior Academic Advisor, Faculty Development will collaborate with the People and Culture's (P&C) HR services partners and advisors (Academic), and all other applicable sub-units across the University to ensure appropriate and consistent application of policies and procedures. This role also provides in-scope supervision, training and mentorship to the junior support staff in the Faculty Affair & Development office.


This position is responsible for the management and coordination of academic processes such as tenure and promotion, academic recruitment processes, sessional hires, teaching assignment, and workload management. This position acts as a subject matter expert in an advisory capacity to Associate Deans, Faculty Affairs and Development. This position has a high impact of error. They will play a leading role in consistent application of policy and procedure and will be highly involved in shaping and deploying new initiatives.


Typical hours of work are Monday to Friday from 8:30 am to 4:30 pm. Due to constantly shifting priorities, flexibility and occasional work outside regular hours may be required.

Summary of Key Responsibilities

(job functions include but are not limited to):


Workload Management System

Collaborates closely with the Data Analyst and central university offices to support the implementation of a workload management system. Oversees the development and refinement of tracking tools, ensuring that any system adopted aligns with the specific needs of the faculty. Serves as the primary point of contact for maintaining workload data and supports the Associate Deans (ADs) in administering work distribution in the workload management system. Provides data analysis and recommendations to leadership to ensure alignment with faculty guidelines and workload policies.

Teaching Assignment Coordination

Acts as the primary support to the ADs in the planning and coordination of teaching assignments across academic programs. Liaises with faculty program leads and administrative support teams to facilitate scheduling and ensure accurate documentation. Maintains up-to-date records to support operational planning, reporting requirements, academic workload tracking, and the teaching assignment calculator.

Academic Career Processes

Provide a high-level of expertise and support to the Associate Deans (ADs) in the coordination of academic career progression processes, including tenure, promotion, academic performance assessment, research and scholarly leave (RSL), adjunct appointments, and contract renewals. This involves managing timelines, advising faculty and leadership on policy interpretation, preparing documentation, organizing committees, and ensuring alignment with GFC and institutional guidelines. This position serves as a key resource for the ADs ensuring timely execution of all academic review processes.

Academic Recruitment Processes

Provide a high-level of expertise and support to the Associate Deans (ADs) in the end-to-end academic recruitment process, in collaboration with external search agencies and central University of Calgary support teams such as People and Culture, Labour Relations, and Immigration Services. Works closely with, and provides guidance to, the Faculty Affairs & Development (FAD) Coordinators to ensure effective administration of selection committees, candidate evaluations, and onboarding processes. Advises on recruitment best practices, ensures compliance with university policies and equity standards, and helps deliver a seamless and professional recruitment experience for all candidates.

Sessional Recruitment Processes

Responsible for managing recruitment processes for sessional appointments, including the coordination of contracts, teaching assignments, approvals, and renewals. Support the ADs with the accuracy and timeliness of sessional hiring in alignment with academic unit needs, budget constraints, and collective agreements.

In-Scope Supervision

Provides in-scope supervision, training and mentorship to the junior support staff in the Faculty Affair & Development office.

Communications, Guidelines, and Policy Development

Develops and drafts a wide range of communications on behalf of the ADs, including formal announcements, internal memos, procedural updates, and faculty-wide communications. Ensures messaging is clear, consistent, and aligned with institutional priorities and tone. Supports the ADs in drafting and reviewing guidelines, policies, and procedural documents related to academic processes and faculty affairs, in consultation with P&C Advisors (Academic) and Labour Relations. Provides input and advice to ensure documents are comprehensive, accessible, and in compliance with university standards and governance requirements.

Other Duties as Required

Provides support for additional responsibilities or ad hoc projects as directed by the Manager, Faculty Affairs

Qualifications / Requirements:

A bachelor's degree is required A minimum of 5 years of related experience working in post-secondary education or several years of progressive levels of related experience; experience directly supporting senior leadership is an asset Experience with the University of Calgary's academic career processes, including academic appointments (e.g., sessional and adjunct positions), is preferred Strong knowledge of university policies and procedures, particularly related to academic administration Proven ability to write and edit reports, with advanced skills in expense monitoring and use of financial software such as PeopleSoft Demonstrated ability to analyze complex data, identify trends, and generate insights to support decision-making and process improvement Demonstrated ability to maintain confidentiality and handle highly sensitive information with professionalism and discretion Experience communicating difficult or sensitive information while maintaining compliance with institutional and policy guidelines Strong organizational and time management skills, with the ability to manage multiple priorities, meet tight deadlines, and adapt to changing demands Excellent communication, interpersonal, and customer service skills, with a proven ability to build strong working relationships across all levels of the organization Demonstrated leadership and mentoring abilities, with sound judgment and the ability to take initiative, work independently, and collaborate effectively within a team Ability to remain composed under pressure and respond appropriately in challenging or high-stakes situations

Application Deadline:

October 6, 2025

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 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 Office of Institutional Commitments (

equity@ucalgary.ca

) and requests for accommodations can be sent to Human Resources (

hrhire@ucalgary.ca

).

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.