Program Coordinator, Haskayne School of Business

University of Calgary; Calgary; On-site; CAD 55,000 - 78,000; Full time

Job summary

The University of Calgary's Haskayne School of Business is seeking a Full-time Limited Term Program Coordinator to support executive education programs on campus in Calgary. The role covers participant services, faculty support, logistics, and budgets, collaborating with senior leaders and external partners to deliver exceptional learning experiences.

Based in Calgary, standard hours apply with occasional early mornings, evenings and weekends.

Qualifications

• Bachelor degree in business, communications, education, event management, hospitality, or related discipline.
• Minimum five (5) years of progressive experience in program coordination, project coordination, event management, client services, or operations.
• Experience in post-secondary, executive education, or adult learning is an asset.
• Ability to manage multiple complex projects with competing priorities and deadlines.
• Excellent written, verbal, editing, and communication skills.
• Strong organizational, planning, and time management with attention to detail.
• Ability to work independently and in a collaborative team with strong customer service.
• Experience monitoring budgets and maintaining operational records.
• Technologies: MS Office, CRM, registration systems, LMS.
• Ability to work occasional early mornings, evenings and weekends.

Responsibilities

• Coordinate the operational delivery of multiple executive education programs from planning through post-program evaluation.
• Develop detailed program timelines and ensure milestones are met on schedule.
• Manage participant registration, onboarding, communications and learner support.
• Serve as the primary operational contact for participants throughout the program lifecycle.
• Coordinate classroom, virtual, and hybrid learning environments to ensure high-quality experiences.
• Ensure materials, technology, catering, facilities, and resources are ready.

Skills

Program coordination

Budget management

Customer service

Communication skills

Education

Bachelor degree in business, communications, education, event management, hospitality, or related

Tools

CRM systems

Learning Management Systems

Microsoft Office

Registration systems

Job description

Description

The Haskayne School of Business is currently seeking a Full-time Limited Term Program Coordinator for approximately 18 months.

The Program Coordinator is a member of the Executive & Professional Development (EPD) team within the Haskayne School of Business. The position reports to the Manager, Marketing and Operations and collaborates closely with faculty, instructors, staff, corporate clients, vendors, participants, and university partners to support Haskayne's strategic priorities and deliver exceptional executive learning experiences.

Executive & Professional Development delivers leadership, and organizational development programs for individuals and organizations. Through open-enrolment programs, customized corporate learning solutions, and executive education offerings, EPD strengthens leadership capacity across industries while generating revenue, building strategic partnerships, and enhancing the reputation of the Haskayne School of Business.

The Program Coordinator is responsible for coordinating the operational delivery of multiple concurrent executive education programs from planning through completion. Responsibilities include participant services, faculty support, program logistics, budget administration, learning technology coordination, and continuous process improvement. The position requires frequent interaction with senior leaders, corporate clients, faculty members, external vendors, and participants while maintaining exceptional customer service and professionalism.

Due to the operational requirements of this position, the role is predominantly based on-campus. The primary working hours are Monday to Friday, 8:30 AM to 4:30 PM, 7 hours per day (35 hours per week); however, flexibility is essential, including some early morning, evening and weekend work. This position is part of the AUPE Collective Bargaining Unit.

Summary of Key Responsibilities

Program Coordination

• Coordinate the operational delivery of Executive & Professional Development programs from planning through post-program evaluation.
• Develop detailed program timelines and ensure all milestones are completed accurately and on schedule.
• Coordinate participant registration, onboarding, communications, and ongoing learner support.
• Serve as the primary operational contact for participants throughout the program lifecycle.
• Coordinate classroom, virtual, and hybrid learning environments to ensure a high-quality participant experience.
• Ensure all instructional materials, technology, catering, facilities, and program resources are prepared and available.

Faculty and Instructor Support

• Coordinate instructor scheduling, contracts, travel arrangements (where applicable), and program logistics.
• Provide operational support before, during, and after program delivery.
• Collaborate with faculty and instructional teams to ensure program requirements are met while maintaining a high-quality learner experience.

Operations and Administration

• Maintain accurate program documentation, operational procedures, and records.
• Monitor program budgets and support financial reconciliation in collaboration with the Business Operations team.
• Coordinate vendor relationships, procurement activities, room bookings, catering, printing, and technology requirements.
• Support continuous improvement initiatives by identifying opportunities to enhance operational processes and participant experience.

Systems and Technology

• Maintain registration systems, CRM records, learning management systems, and participant databases.
• Support reporting and data collection related to registrations, participation, evaluations, and operational metrics.
• Ensure accurate data integrity across operational systems.

Stakeholder Relations

• Build and maintain positive working relationships with participants, faculty, instructors, corporate clients, vendors, and university partners.
• Represent Executive & Professional Development with professionalism and exceptional customer service.
• Resolve operational issues proactively and elevate concerns appropriately.

Marketing Support

• Supports the execution of marketing and recruitment initiatives, including email campaigns, webinars, information sessions, networking events, and other promotional activities.
• Assists in maintaining program information across registration platforms, websites, and marketing collateral, ensuring consistency, accuracy, and timely updates.
• Collaborates with internal stakeholders to identify participant success stories, testimonials, and program ambassadors to support marketing and promotional efforts.
• Acts as a knowledgeable ambassador for Executive & Professional Development by promoting the department's mission, programs, and commitment to delivering exceptional learning experiences through professional interactions with participants, clients, faculty, and community partners.

Continuous Improvement

• Contribute to the ongoing enhancement of operational procedures, templates, and documentation.
• Support the implementation of new technologies and best practices.
• Participate in special projects that support departmental priorities.

Qualifications / Requirements

• Bachelor degree in business, Communications, Education, Event Management, Hospitality, or a related discipline is required. An equivalent combination of education and experience may be considered.
• Minimum five (5) years of progressive experience in program coordination, project coordination, event management, client services, or operations.
• Previous experience within a post-secondary institution, executive education, professional development, or adult learning environment is considered an asset.
• Demonstrated experience coordinating multiple complex projects simultaneously while managing competing priorities and meeting deadlines.
• Excellent written, verbal, editing, proofreading, and communication skills.
• Strong organizational, planning, and time management skills with exceptional attention to detail.
• Demonstrated ability to work independently while contributing effectively within a collaborative team environment.
• Excellent customer service skills with experience supporting senior leaders, executives, faculty members, and external stakeholders.
• Strong critical thinking, judgment, and problem-solving skills.
• Experience monitoring budgets, processing financial documentation, and maintaining accurate operational records.
• Strong technology skills, including Microsoft Office Suite (Excel, Word, Outlook, PowerPoint, Teams), CRM systems, registration systems, and learning management systems.
• Demonstrated ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Ability to work occasional early mornings, evenings and weekends in support of program delivery.

Application Deadline

September 25, 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/Admin 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.