Administrative Coordinator, Student Experience, Engineering Student Centre

University of Calgary; Calgary; On-site; CAD 52,000 - 68,000; Full time

Job summary

The University of Calgary invites applications for a Full-time Limited Term Administrative Coordinator, Student Experience within the Engineering Student Centre. You will provide administrative, coordination, and operational support for student experience initiatives, including funds and scholarships, serving a large student body.

The role requires a degree or diploma and at least five years of related experience, strong communication and organizational skills, and proficiency with PeopleSoft

Qualifications

• Post-secondary degree or diploma in business administration, arts or related field.
• Minimum of five years of administrative experience.
• Proficiency with Microsoft Office Suite and email.
• Familiarity with PeopleSoft (Finance/HR/Student Administration).
• Strong written and verbal communication, organization and time management.

Responsibilities

• Triage student inquiries and provide precise, timely information.
• Coordinate experiential learning initiatives such as funds and scholarships.
• Support financial reconciliation for student clubs and operations.
• Engage with students via email, phone, or in person.
• Identify and address issues affecting program delivery and escalate as needed.
• Oversee and organize student files and records.
• Maintain accurate financial and statistical records for stakeholders.
• Collaborate with university departments for smooth operations.

Skills

Time management

Interpersonal skills

Communication

Problem solving

Attention to detail

Confidentiality

Customer service

Education

Post-secondary degree or diploma in business administration, arts or related field

Tools

Microsoft Office Suite

PeopleSoft

Job description

Description

The Engineering Student Centre in the Schulich School of Engineering is currently seeking a Full-time Limited Term Administrative Coordinator, Student Experience for approximately 2 years.

Reporting to the Manager, MEng Experience, the Administrative Coordinator, Student Experience provides administrative, coordination, and operational support for the Engineering Student Centre (ESC). The Engineering Student Centre provides a wide range of services to more than 4,500 undergraduate students, 2,000 graduate students and over 220 faculty members, as well as prospective students and other visitors including industry professionals. This position supports the delivery of experiential learning opportunities, including the Schulich Student Activities Fund, global learning, scholarships, and other student-focused projects.

This position supports a diverse portfolio of student experience initiatives and is responsible for coordinating multiple priorities, competing deadlines, and varying workloads within a dynamic and fast-paced environment.

Summary of Key Responsibilities

• Triage student inquiries and provide precise, timely, and comprehensive information to students.
• Coordinate and administer experiential learning initiatives such as the Global Learning Fund and the Schulich Student Activities Fund.
• Support financial reconciliation and processing for student clubs and office operations, ensuring accuracy and compliance with established procedures.
• Engage with students via email, phone, or in-person to address inquiries related to their experiences.
• Identify and follow up on issues that may impact program delivery, taking appropriate action within established procedures and escalating concerns as required.
• Oversee and organize student files, ensuring compliance with program requirements and accurate record-keeping.
• Maintain meticulous financial and statistical records, prioritizing accuracy for accessibility by stakeholders.
• Collaborate with relevant university departments to facilitate seamless operations and communication.

Qualifications / Requirements

• Post secondary degree or diploma in business administration, arts or related field.
• Minimum of five (5) years of experience directly related to administrative professional experience, or an equivalent combination of education and experience is required.
• Proficiency in Microsoft Office Suite, email, internet, and web-based applications is necessary.
• Familiarity with PeopleSoft systems (Finance, HR, Student Administration) or equivalent is preferred.
• Strong interpersonal, organizational, and time management skills are imperative, alongside exceptional written and verbal communication abilities.
• Demonstrated professional ability to take initiative, problem solve and organize work with a focus on service and attention to detail is required.
• Demonstrated proficiency in critical thinking, judgment, and decision-making.
• Resourcefulness, creativity, innovation, and adaptability are highly valued traits.
• High level of professionalism, confidentiality, flexibility, and tenacity is required.
• Thorough understanding of university policies, procedures, and regulations, including the Access to Information Act (ATIA) and Protection of Privacy Act (POPA).
• Ability to compose routine correspondence and perform various administrative tasks as required.
• Openness to sharing information and receptive to questions, concerns, ideas, and needs expressed by others.

Application Deadline

October 21, 2026

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 Operational/Administrative 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 ii' taa'poh'to'p 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.

The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit‑based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous‑based events and processes are impacting curriculum, programming and polices at the University of Calgary.

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 ([e-mail]) and requests for accommodations can be sent to People & Culture ([e-mail]).

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.