Graduate Program Advisor, Professional Programs, Faculty of Science

Description

The Graduate Science Centre within the Faculty of Science is currently seeking a Full-time Temporary Relief Graduate Program Advisor, Professional Programs for approximately 12 months.

The Faculty of Science is seeking a Graduate Program Advisor, Professional Programs to facilitate student success by defining and implementing proactive strategies that help students stay on track to fulfil their educational goals. This includes building supportive and personalized relationships with students, supporting student's day-to-day academic programs and advising students on university policies, programs, degree requirements, procedures, and related matters. The Graduate Student Advisor will ensure that program and Faculty of Graduate Studies policies and practices are met at all stages of a Professional Graduate Program.

This position reports to the Manager, Graduate Student Services.

Work Context:

• This is a full-time role working 35 hours per week, Monday to Friday, typically between 8:30 a.m. and 4:30 p.m.
• Work is based on campus with access to shared offices and meeting rooms.
• Includes both independent tasks and collaborative work with faculty, staff, and students.
• Communication may occur in person, by email, video conference (Teams/Zoom), and phone.
  
  

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

Program Advising (70%)

• Advise current/prospective students in both a one-on-one and group setting regarding professional graduate program requirements, and university policies and procedures.
• Develop and deliver proactive communications to keep students informed of key milestones, progression requirements and important deadlines.
• Assist students in making informed decisions, setting short- and long-term goals, and fulfilling the requirements of their program choice.
• Proactively monitor student progression through their professional program to graduation to ensure requirements are met and provide advice and assistance to students on all aspects of their academic experience.
• Use a thorough knowledge of program requirements as detailed in the University of Calgary calendar to advise on course registration and degree progression that will allow students to successfully meet their goals.
• Resolve student program conflicts as they arise.
• Provide guidance on complex academic situations by analyzing individual¿circumstances and presenting students with options aligned with program and Faculty of Graduate Studies policies.
• Identify students with a low GPA or progress problems, advises students, and collaborate with program directors to recommend an appropriate course of action (e.g., academic probation, dismissal).
• Monitor student academic progress toward program completion.
• Develop rapport with advisees, faculty and campus staff to create and maintain open and collaborative relationships.
• Foster and maintains cooperative and trusting relationships with the Faculty of Graduate Studies, Enrolment Services, International Student Services and other student affairs and service offices across campus to provide seamless and efficient student support processes.
• Refer students to appropriate university services and advocate for student needs when appropriate.
  
  

Program Coordination (30%)

• Communicate continually with and for the program directors and assistant dean in sharing ideas, providing analysis and advice in relation to program matters and students.
• Coordinates the review of requests for exceptions to departmental and university requirements from students.
• Provide enrolment controls on student accounts regarding course registration and ensure compliance with program requirements and prerequisites.
• Coordinate and oversee the process for clearing graduate students for graduation and confirming degree completion eligibility.
• Maintain student records and electronic files (PeopleSoft Advising Notes) to ensure that information is up to date, recognizing that this information must be kept accurate and current for use by others.
• Update and maintain program communications, webpages, and published advising materials to ensure information is current and accessible.
• Coordinate and provide support for various Professional Graduate Programs-related events (e.g. orientation, onboarding).
• Professionally represent the programs at functions both internal and external to the campus.
• Collect, analyze, and interpret program data to provide actionable insights and recommendations to Program Directors, relevant committees, and academic leadership in support of decision-making.
• Develop, implement and streamline existing administrative processes.
  
  

Other

• Identify professional development needs and skill priorities; continue own personal development, learning and training; keep current with post-secondary developments.
• Maintain current knowledge of professional student needs.
• Adhere to all university policy and regulatory requirements, including ATIA and POPA legislation.
• Liaise with Enrolment Services, Graduate Studies, and other units as appropriate.
• Participate in cross-training to assist in other areas when needed and to meet Graduate experience priorities.
• Other duties as assigned.
  
  

Skills And Competencies

To be successful in this role, you will need the following skills and competencies:

• Student Advising and Client Service Excellence - Demonstrated ability to support and advise students effectively, particularly professional students who require high levels of service, responsiveness, and timely support.
• Critical Thinking and Problem Solving - Strong analytical skills with the ability to think critically and creatively under pressure while exercising sound judgment and discretion.
• Policy Interpretation and Regulatory Awareness - Ability to interpret and apply institutional policies, procedures, and academic regulations, including knowledge of university governance and student policies.
• Communication and Interpersonal Skills - Excellent verbal and written communication skills with the ability to build strong relationships and collaborate with diverse stakeholders across academic units and administrative teams.
• Organizational and Time Management - Proven ability to manage heavy workloads, multitask efficiently, and prioritize multiple responsibilities while maintaining high levels of accuracy and attention to detail.
• Confidentiality and Professionalism - Demonstrated ability to handle sensitive information with discretion while maintaining a positive, professional, and service-oriented demeanor.
• Digital and Administrative Systems Skills - Advanced proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, advanced Excel, and Power BI) with experience using or learning student information systems such as Banner or PeopleSoft.
  
  

Knowledge and Technical Expertise

The ideal candidate brings deep expertise and experience in the following areas:

• Student Affairs and Academic Advising - Solid experience supporting students within post-secondary environments, including advising, program guidance, and navigating complex academic structures.
• Post-Secondary Administrative Operations - Understanding of how academic programs operate within large universities, including coordination with multiple departments and stakeholders.
• Knowledge of University Governance and Procedures - Familiarity with university policies, procedures, and academic calendars associated with program administration is considered an asset.
• Privacy and Information Management - Awareness of relevant legislative frameworks such as the Access to Information Act (ATIA) and the Protection of Privacy Act (POPA), particularly as they relate to student records and confidentiality.
• Student Information Systems and Administrative Tools - Experience using student administration systems such as Banner or PeopleSoft is considered an asset, along with advanced proficiency in the Microsoft Office Suite (Word, Outlook, PowerPoint, advanced Excel, and Power BI).
  
  

Qualifications / Requirements:

• A minimum of a four-academic year undergraduate degree required, master's degree preferred.
• At least 3 years of experience within student affairs or program advising is required.
• A combination of education and equivalent experience may be considered.
• Experience supporting individuals from diverse cultural, educational, and professional backgrounds is essential.
• Lived experience or professional involvement in a large, dynamic team with proven personal effectiveness and productivity is required. Experience dealing with interdisciplinary programs and liaising with various stakeholders would be an asset.
  
  

Application Deadline: October 26, 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 Specialist/Advisor 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. 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 ([email protected]) and requests for accommodations can be sent to People & Culture ([email protected]).

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.