Program Assistant, UCalgary Continuing Education

University of Calgary; Calgary; On-site; CAD 35,000 - 55,000; Part time

Job summary

An innovative institution is seeking a dedicated Program Assistant to enhance the student experience at UCalgary's Continuing Education. This role involves providing essential support in student registration, admissions, and administrative tasks, ensuring that students receive the guidance they need for a successful academic journey. As a key point of contact, you'll engage with diverse student populations, assist with inquiries, and help facilitate a seamless registration process. If you are passionate about education and eager to contribute to a vibrant learning environment, this part-time opportunity is perfect for you.

Qualifications

• Completion of an office administration certificate or diploma program.
• One year of related experience or equivalent combination of education and experience.

Responsibilities

• Provide information and assistance on admissions and course scheduling.
• Process admission applications, course registrations, and fee transactions.
• Support international students pre- and post-arrival to Canada.

Skills

Customer Service Orientation

Time Management

Organizational Skills

Attention to Detail

Written Communication

Verbal Communication

Education

Office Administration Certificate or Diploma

Tools

Microsoft 365

ContEd Student Information Systems

D2L BrightSpace

Genesys Cloud

Ivy.ai

Job description

Description

Ops & IS Services within UCalgary Continuing Education is currently seeking a Recurring Part-time Program Assistant.

This position reports to the Assistant Registrar & Associate Director, Student Services as part of the cross-functional Continuing Education Student and Registration Services team. As a member of the Student and Registration Services teams, the incumbent will serve as a direct point of contact to current and potential students for domestic, international, and corporate programming. This position provides critical first point of contact and continued support to ensure a quality learning experience for University of Calgary ContEd students.

The anticipated work schedule for this position will be 30 hours per week and will fall within the operational hours of ContEd. This position will be in-person and located at the Downtown Campus.

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

Student Registration Support

• Provide information and assistance on admissions, program requirements, exceptions, graduation and course scheduling.
• Process admission applications, course registrations, transfers/withdrawals and fee transactions.
• Provide information and help with student requests for artifacts such as transcripts and other documentation.
• Support international students pre- and post-arrival to Canada.
• Process payments made by credit/debit card, cheque, invoice, or other supported means.

Administrative Support

• Welcome visitors to ContEd and assist with their inquiries.
• Provide support for team voicemail, phone, email, chat, online inquiries, and other intake.
• Record management in compliance with University policy.
• Support program completion/graduation procedures with appropriate document and file management.
• Assist with data entry for student record maintenance.
• Assist with file management and continuous updates to ensure error-free information is available to students and staff.
• Assist with ContEd special events, including graduation and international student orientation.

Qualifications / Requirements:

• Completion of a level of education equal to an office administration certificate or diploma program.
• One year related experience. (an equivalent combination of education and experience may be considered)
• Strong working knowledge of Microsoft 365 (Word, Excel, Outlook, Teams, OneDrive) is required.
• Experience with the University of Calgary core business systems: ContEd Student Information Systems, D2L BrightSpace, Genesys Cloud, Ivy.ai would be an asset.
• Experience working in a post-secondary school environment would be an asset.
• Strong customer service orientation.
• Ability to perform multiple and varied tasks, with attention to detail in a fast-paced environment.
• Excellent written and verbal communication, time management, organizational and interpersonal skills, and strong attention to detail.
• Ability to set priorities and meet deadlines.
• Positive attitude and demonstrated ability to be a collaborative team member.

Application Deadline: February 18, 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 Operational/Admin 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.

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, and is inclusive of Indigenous perspectives in all that we do.