Job Description

Description

The

Arts Admin Operations

within the

Faculty of Arts

is currently seeking a Full-time Regular

Undergraduate Program Advisor

(2 positions).


This full-time position is part of a larger team of Undergraduate Program Advisors (UPA), reporting to the Manager, Advising and Administration, and working closely with Senior Undergraduate Programs Specialist (Advising) and the Associate Dean, Student Success in the Faculty of Arts Students Centre (ASC). The incumbent will work within guidelines and frameworks, and is required periodically to exercise judgment and decision-making around interpretations and applications of these, which can have a major impact on both student and program success. The incumbent understands fully the impact that his/her decisions will have on the programs and students. This position deals with routine and complex issues, providing advice and guidance to faculty members, other staff, and students.


The position requires the ability to use discretion, maintain professionalism, confidentiality, and composure under pressure, and tact and diplomacy in dealing with sensitive and confidential materials. The incumbent must have the ability to work under pressure for both in-person and virtual interactions in an open space with multiple and simultaneous deadlines, frequent interruptions, shifting priorities and a high volume of work. In consultation with the Manager the incumbent will manage work priorities and deadlines in accordance with established procedures and department goals and objectives. This position requires the ability to adjust working hours to staff events that are held outside of regular hours. During identified peak periods the ASC office may also offer extended hours. When this is necessary, the start time and lunch break timing will be adjusted for a period of up to one week. Peak work periods occur


August-September, December-January, and April-May. This role is primarily on campus with the option to work from home one day a week after training is complete. Normal work hours are 8:30 a.m. - 4:30 p.m., Monday to Friday.


The major focus and primary purpose of the UPA is to advise current and prospective Faculty of Arts students on university policies, programs, degree requirements, procedures, and related matters, offer them support in making their academic decisions, and refer them to other available

supports on campus as appropriate. The UPA works closely with the department pod support roles, Undergraduate Program Directors (UPDs) and other university services to ensure that undergraduate advising services in the Faculty of Arts are meeting the needs of students in the Faculty of Arts.


The scope of the position encompasses routine program advising on degree and course requisite requirements by appointment, drop-in, over the phone, video conference (Zoom) and email, processing student files for admissions, reviews and graduation, promoting programs at various events through out the year and ensuring student files are accurate and up to date. This position provides insight and recommendations from an advising perspective to contribute to a high quality student experience.


The incumbent requires a high degree of knowledge of all Faculty of Arts undergraduate programs (including minors and certificates) and is expected to possess in-depth knowledge of Faculty and university-level policies and regulations as well as best practices at all levels of the university structure. The incumbent will act as a resource on policy and procedures for other team members based on their assigned areas of specialty and take a leadership role in the implementation of new policies and adherence to existing policies as they pertain to the disciplines they support.

Summary of Key Responsibilities

(job functions include but are not limited to):


Customer Service

Using superior social skills, ensures excellent customer service in providing exceptional advising services to students, faculty, and staff both in-person and virtually. This includes developing rapport with advisees, faculty and campus staff to create and maintain open and collaborative relationships; ensuring the integrity of information provided and that all communication is done with highest level of discretion and tact to avoid misunderstandings; managing difficult encounters and achieving a satisfactory outcome.

Advising

Using a thorough knowledge of program degree requirements as detailed in the University of Calgary calendar, advises current/prospective students in both one-on-one and group settings regarding degree requirements and university policies and procedures. This includes assisting students in making informed decisions and setting short and long term goals; recommending programs of study that will allow students to successfully meet their goals; advising students on a wide range of course possibilities and/or ways to complete degree requirements; assisting students with schedule building; advising students on eligibility requirements for all programs offered by the Faculty of Arts including honours programs; evaluating and advising student petitions for exceptions to departmental and University requirements; resolving student program conflicts as they arise; monitoring student progression on a proactive and continuing basis from admission to graduation to ensure requirements are met; corresponding with current/prospective students via email, phone or mail regarding advising questions.

Administration

Effectively manages time and workload to ensure all administrative tasks are completed by the given deadlines. Administrative duties include supporting assigned UPDs with student rulings; processing approved enrolment requests; processing transfer credit for admitted students to ensure that it has been correctly awarded for the degree program selected; providing credit evaluations for students on international exchanges; completing prerequisites checks for each term and posting unauthorized concentration blocks; processing change of program requests; clearing student files for convocation and following up with any students who have been denied; reviewing calendar submissions and timetable entries for assigned units providing feedback from an advising perspective; maintaining records and files and recognizing that this information must be kept accurate and current for use by others; participating in cross-training to assist in other areas when needed; keeping current with post-secondary advising developments and identifying professional development needs; adhering to all University policy and regulatory requirements, including FOIP legislation.

Admission and Recruitment

Works as part of team at recruitment and conversion events such as Open House, You@UCalgary and New Student Orientation; provides accurate and timely advice to prospective and current students regarding admission requirements, including Change of Program and Honours admissions.

Qualifications / Requirements:

A four year undergraduate bachelors degree is required; in a Faculty of Arts discipline preferred. A minimum of two years of experience in a role that focused primarily on providing front facing advising services for post-secondary students. In addition, this position requires: Professional, advanced written and oral communication skills including the ability to convey complex information and to ensure it is understood. Proven ability to work independently, managing heavy workload and high stress during peak periods while exercising discretion in decision-making. Demonstrated ability to work collaboratively and productively in a large, dynamic team. Demonstrated advanced computer skills in Microsoft Office applications including advanced Excel spreadsheet skills for data analysis and management, Word for document preparation and mail merges, SharePoint and OneDrive for document management and other MS Suite tools as needed. Advanced understanding of the PeopleSoft Student Administration module including the Enrolment Control, Academic Advising Summary, Academic Advisement/Requirements screens, and Program/Plan Summary. Familiarity with Faculty of Arts programs and regulations Strong customer service skills, with demonstrated problem solving ability. Proven knowledge and expertise with University of Calgary and Faculty of Arts policies and procedures. Demonstrated ability to influence and build relationships with others. Must be open to learning and development, and be willing to accept new challenges and assignments as required.

Application Deadline:

October 2, 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 2.


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.