Specialist, Institutional Effectiveness

University of Calgary; Calgary; On-site; CAD 90,000 - 120,000; Full time

Job summary

University of Calgary is seeking a full-time Limited Term Specialist for approximately 14 months to advance institutional effectiveness and strategic planning within the Academic portfolio.

The role reports to the Executive Director and collaborates across academic and administrative units to ensure projects are organized, tracked, and aligned with institutional priorities such as Ahead of Tomorrow and the Academic Innovation Plan.

Qualifications

• Bachelor's degree required; Master's degree or formal project management certification preferred.
• Minimum five years of experience in project coordination, academic operations, or institutional planning in a post-secondary environment.
• Proficiency with project tracking and documentation tools (e.g., MS Project, Asana, Smartsheet).
• Ability to manage complex projects and work with cross-functional teams.

Responsibilities

• Plan, coordinate, and document initiatives within the Deputy Provost's portfolio.
• Monitor status, dependencies, and risks; provide updates to stakeholders.
• Prepare briefing materials, reports, and presentations for decision-making.

Skills

Project coordination

Analytical skills

Communication skills

Cross-functional collaboration

Independent work

Education

Bachelor's degree

Master's degree or PM certification preferred

Tools

MS Project

Asana

Smartsheet

Job description

Description

The Office of the Provost & Vice-President (Academic) is currently seeking a Full-time Limited Term Specialist for approximately 14 months.

The Specialist, Institutional Effectiveness is a senior project management and analytical role within the Provost's portfolio at the University of Calgary, reporting to the Executive Director and working closely with the Deputy Provost. This position supports the planning, oversight, facilitation, and monitoring of projects that advance institutional effectiveness and strategic planning within the Academic portfolio. The Specialist works collaboratively with academic and administrative units to ensure projects are well-organized, tracked, and aligned with institutional priorities such as Ahead of Tomorrow and the Academic Innovation Plan.

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

Planning & Coordination

• Support the development of project plans, timelines, and documentation for initiatives within the Deputy Provost's portfolio.
• Coordinate activities across units to ensure alignment with institutional goals and schedules.
• Monitor project status, dependencies, and risks, and provide timely updates to relevant stakeholders.
• Prepare briefing materials, reports, and presentations to support planning and decision-making.

Stakeholder Engagement

• Facilitate collaboration across academic and administrative units by organizing meetings, consultations, and working groups.
• Ensure clear and consistent communication of project objectives, timelines, and expectations.
• Build and maintain effective working relationships with internal stakeholders, including faculty, staff, and senior leaders.

Research, Data & Reporting

• Conduct research and environmental scans to identify emerging trends, sector developments, and strategic opportunities.
• Compile and synthesize data to support institutional reviews, planning processes, and reporting requirements.
• Develop summaries, visualizations, and analytical products to communicate findings and support evidence-informed decision-making.

Process & Policy Support

• Coordinate the development and renewal of academic processes and planning frameworks, including consultation and documentation.
• Support process improvement efforts by identifying gaps, documenting workflows, and facilitating stakeholder input.
• Track implementation of process changes and support follow-up activities across units.
• Plan, track, and navigate governance processes and pathways.

Administrative Oversight

• Provide coordination and tracking support for projects within the Deputy Provost's portfolio.
• Maintain documentation, monitor timelines, and ensure follow-up actions are completed across multiple workstreams.
• Support the organization of meetings, consultations, and communications related to operational planning and institutional effectiveness.
• Contribute to the consistency and clarity of administrative workflows and recommend improvements where appropriate.

Qualifications / Requirements

• Bachelor's degree required; Master's degree or formal project management certification preferred.
• Minimum five years of experience in project coordination, academic operations, or institutional planning within a post-secondary environment.
• Demonstrated ability to manage complex projects and contribute to analytical and planning processes.
• Strong research, analytical, organizational, and communication skills.
• Experience working with cross-functional teams and engaging diverse stakeholders.
• Proficiency with project tracking and documentation tools (e.g., MS Project, Asana, Smartsheet).
• Ability to work independently and collaboratively in a dynamic environment.

Application Deadline

November 1, 2026

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 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.