Student Service Administrator, Student and Enrolment Services

We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta. The City of Calgary is also home to Métis Nation of Alberta, Region III.

Position Overview

Student and Enrolment Services is currently seeking a Full-time Temporary (Short Term) Student Service Administrator for approximately 3-4 months.

Reporting to the Manager, Enrolment Services Operations, this position serves as the first point of contact for the Enrolment Services advising office and supports back-of-house administrative tasks.

The business day for Enrolment services runs from 9:00 am thru 4:00 pm Monday-Friday (10:00 am thru 4:00 pm on Thursdays). Peak periods are August-September and January. It is expected that the two reception positions will coordinate to offset vacations and time away.

Current Regular, Sessional or Recurring Part-time (RPT) Support Staff applying on this Temporary position are strongly encouraged to review Article 42.06 – Job Opportunities of the University and AUPE Local 052 collective agreement . In advance of accepting a Temporary position, affected employees are required to seek written confirmation from their manager as to whether their Regular, Sessional or RPT position will be available to return to at the conclusion of the temporary assignment.

Position Description

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

• Act as the first point of contact for all students and visitors arriving at Enrolment Services.
• Communicate in a polite, respectful and helpful manner.
• This position will have a good working relationship with faculty and staff in the departments as well as other units on campus.

Reception Duties:

• Provide friendly, supportive front facing service for all inquiries at Enrolment services.
• Conduct needs assessment and immediate response to student inquiries, whether that means providing information, assisting with utilization of self-queuing technology, or providing a referral to another department on campus.
• Be able to look up student information in Peoplesoft and perform accurate documentation of interactions in Peoplesoft.
• Ensure confidentiality of the student record and student information.
• Monitor service levels & wait times and identify to a supervisor when demand exceeds preestablished service thresholds.

General Office Duties:

• Responsible for daily opening/closing of the physical office space.
• Responsible for cashiering functions and support transcript processing.
• Recording monthly statistics.
• Maintain stationary and supplies inventory.
• Coordinate physical mail, and maintain department staff lists.
• Ensure office equipment in general office is well maintained, serviced and fully functional.
• Update and maintain communications documents in the waiting area including posters and TV screens.
• Support Enrolment Services administrative inquiries.
• Occasional telephone support for student inquiries.

Qualifications / Requirements:

• Minimum of a high school diploma; post-secondary education would be considered a strong asset.
• A minimum of two years experience in an office administrative role with a minimum of one year in a post-secondary Registrar’s Office; experience with collecting, reviewing and processing confidential student documents with precision and accuracy.
• Experience in a dual front-facing/office support role with proven successful internal and external customer service.
• Experience working in a high traffic/high volume environment with constant inquiries and interruptions.
• Excellent working knowledge of Microsoft Office, e-mail, Internet and web-based applications.
• Demonstrated organizational and time management skills together with proficient written and verbal communication skills.
• Ability to be flexible and manage a heavy workload and stress during peak periods.
• Ability to work under minimal supervision, exercising discretion in decision making is required.
• Post-secondary education (college diploma/certificate) would be considered an asset.

Application Deadline:  October 27, 2022

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.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website . For more information about Student and Enrolment Services visit Careers in Student and Enrolment Services .

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca .

The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High , 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 Equity, Diversity and Inclusion (equity@ucalgary.ca ) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca ).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.