Job Description

Description

The

Undergraduate Science Centre

within the

Faculty of Science

is currently seeking a Full-time Temporary Relief

Senior Undergraduate Specialist

for approximately 12 months.


The Senior Undergraduate Specialist will work alongside a team of Undergraduate Program Coordinator and Student Advisors in the Faculty Science to facilitate student success by leading key processes essential to the undergraduate journey.


The Undergraduate Specialist will assist with advising systems, processes, and reporting systems support, acting as a resource to the Undergraduate Program Coordinator and Student Advisors for complex advising issues and act as a support during peak advising periods. This includes guiding the team through Academic Review, Change of Program, Admissions support, Prerequisite Check, Graduation and more. The Undergraduate Specialist will work closely with the Manager, Undergraduate Student Services to run the annual Academic Review (including Dean's List) and the Academic Turnaround Program with the Faculty of Science. The Senior Undergraduate Specialist will also provide high-level support, data, and analysis for strategic decisions and trouble-shooting on undergraduate issues.


This position reports to the Manager, Undergraduate Student Services.

Summary of Key Responsibilities

(job functions include but are not limited to):


Leadership, Training and Support (55%)

Support the leadership team on undergraduate strategic initiatives, trouble-shooting on undergraduate issues/opportunities. Act as a resource, from all undergraduate related matters dealing effectively with complex issues using expertise, judgement, and professionalism. Provide support on complex advising matters, escalated issues, and system. Support on-going training for specialist advisors (including both spontaneous training as questions arise and the structured review of topics). Work with the Manager (Undergraduate Student Services) on workload coordination of the undergraduate Program Coordinator and Student Advisor team. Work with the Manager (Undergraduate Student Services) to manage program-level advising policies and procedures within the Faculty, ensuring they are developed in accordance with university processes, policies, and procedures. In consultation with the Manager (Undergraduate Student Services) resolve any escalated student program conflicts as they arise. Liaise with other units on campus which are student focused such as the Student Success Centre, Student and Enrollment Services, Centre for International Students and Study Abroad, The Writing Symbols Lodge, etc. to ensure coordination of undergraduate policies and procedures. Support the Faculty of Science on institutional changes and system upgrades. Participate as a contributing member on several Faculty of Science committees and university-wide committees. Work with the Manager (Undergraduate Student Services) and Marketing and Events Coordinator to manage student communications from recruitment through to graduations. Support the Manager (USC) and Manager (Undergraduate Student Services) to ensure that student needs for the Faculty of Science students are being met. Support all academic related processes of undergraduate student support (timetabling, course outlines and general course support, academic misconduct, and exam support) including coordination of admissions (Change of Program, Diverse Qualifications and Indigenous Admission Policies), program requirements, graduation list, prerequisite check. Support undergraduate team during peak periods with scheduling and start of term processes (overloads, independent research, lab exemptions), as required. Generate collaborative relationships and provide communication to Faculty of Science students and the greater university community related to program advising matters.

Student Advising (20%)

Support student advising. This may include one-on-one or group advising concerning university policies or procedures. Correspond with current/prospective students regarding academic questions. Use a thorough knowledge of all undergraduate science program degree requirements (as detailed in the University of Calgary calendar) to develop processes that will allow students to successfully meet their goals. Identify students with GPA or progress problems, advise students, and recommend appropriate courses of action (e.g., academic probation, dismissal). Maintain comprehensive knowledge of admission criteria and degree program requirements for all Faculty of Science programs as well as the selection criteria of high demand and quota programs. Develop rapport with advisees, faculty and campus staff to create and maintain open and collaborative relationships. Foster and maintain cooperative and trusting relationships with the Admissions Office, Enrolment Services and other student affairs and service offices across campus in order to provide seamless and efficient student support processes. Attendance at recruitment and other events/activities as appropriate.

Academic Review/ Academic Turnaround Program (ATP) (20%)

Administer the annual Academic Review and the Academic Turnaround Program for the Faculty of Science. Work closely with support staff from participating faculties and support units to manage the program; monitors and continually develops processes to ensure the program runs seamlessly. Represent the Faculty of Science and actively participates in the Academic Review and ATP in meetings and working groups; ensures accurate tracking for students in the program. Identify students with GPA or progress problems, advise students, and recommend appropriate courses of action (e.g., academic probation, dismissal). Correspond with students regarding general and academic program questions. Prepare and distribute letters associated with the Academic Review. Disseminate information to students and other advising staff.

Other (5%)

Identify professional development needs and skill priorities; continue personal development, learning and training; keep current with post-secondary developments. Adhere to all university policy and regulatory requirements, including FOIP legislation. Liaise with Enrolment Services, Admissions, and other units as appropriate. Participate in cross-training to assist in other areas when needed and to meet undergraduate student support priorities.

Qualifications / Requirements:

A post-secondary credential (degree, certificate, diploma) is required or equivalent experience. Minimum 5 years of experience within student affairs or program advising required, preferably within the University of Calgary. A detailed knowledge of the framework of undergraduate degree programs at the University of Calgary including the procedures for the evaluation of academic credentials as they relate to the undergraduate student services. Faculty of Science undergraduate knowledge is an asset. In-depth knowledge of university policies and procedures associated with the portfolio supported is an asset. Advanced Computer skills including MS Office Suite (including Word, Outlook, PowerPoint, and Excel) required. System experience with applications such as Cognos, Power BI and Tableau are an asset. Previous experience with PeopleSoft (Student Administration) is considered an asset. Excellent leadership skills, with an ability to work independently and as part of team, be proactive and self-directed. Experience working in a large, dynamic team with proven personal effectiveness and productivity is required. Excellent interpersonal and communications skills required. Proven organizational skills, multitasking and high attention to detail required. Ability to think critically and creatively under pressure while exercising good judgement and discretion required. Demonstrated ability to be resourceful, creative, innovative, and flexible required. The ability to work independently to tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines is required. Knowledge of the Freedom of Information and Protection of Privacy Act and the Student Misconduct and Academic Appeals Policy would be an asset.
Ability to build relationships to accomplish goals with diverse groups within and outside of the Faculty of Science essential.

Application Deadline:

October 22, 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.