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Graduate Education Office Assistant, Dean's Office, Faculty of Veterinary Medicine

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Job ID: 14631

Updated: February 12, 2018

Location: Foothills Campus

Position Overview

The Dean's Office in the Faculty of Veterinary Medicine is currently seeking a Full-time Regular Graduate Education Office Assistant.

The primary purpose of the position is to provide smooth, efficient, and effective administrative support (reception and referrals, student payments, program and event coordination, etc.) to programs and services offered by the UCVM Graduate Education Office.  The position provides accurate and timely information to the Associate Dean and Graduate Program Administrator, and to members of the public, students, faculty members, and staff.  The position is expected to maintain various processes and records.  The position reports directly to the Associate Dean but works in close collaboration with and supports the Graduate Program Administrator.

Position Description

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

Reception and Referrals:

  • Serves as a professional and courteous first point of contact within the Graduate Education Office for members of the public, students, faculty members, and staff
  • Distributes admissions materials for the Veterinary Medical Sciences (VMS) graduate program in response to general inquiries

Administrative Support:

  • Provides administrative support to the Associate Dean including calendaring, requests for meetings, correspondence preparation and tracking, reminders on key deadlines, etc.
  • Works with the Graduate Program Administrator to provide administrative support for the VMS graduate program including entering grades, collecting course outlines, distributing current class lists, and facilitating class evaluations
  • Makes arrangements for guest speakers invited in support of VMS core courses including travel and accommodation arrangements, dinner arrangements (where required), and processing of honorarium and / or expense claims
  • Supports the Graduate Education Committee and any related subcommittees, including scheduling, room bookings, distribution of meeting materials, taking of meeting minutes, and posting of minutes
  • Maintains currency of the graduate student & supervisor email distribution list, and makes edits to the Graduate Education Office website and the VMS Policies & Procedures Manual as directed by the Associate Dean and Graduate Program Administrator

Student Payments:

  • Communicates effectively, and keeps accurate and detailed records of communications between students and faculty members regarding implementation of / changes to / termination of student payments.
  • Responds in a timely manner to requests for student payment changes and ensures complex payment arrangements (multiple funding sources and staggered implementation and termination dates) are entered accurately.
  • Understands and is proficient with University student payment systems, understands policies and processes of the various funding agencies / sources that support student payments, and understands and communicates effectively to students and faculty members the tax implications around funding sources / student payment types.
  • Monitors the availability of, and terms of reference for, a wide variety of funding available to graduate and summer students, and communicates this information (including application deadlines) in a timely, professional, and appropriate manner.
  • Provides forecast information on Graduate Education Office-supported student payments to the Associate Dean and Graduate Program Administrator in support of Office budgeting.

Program and Event Coordination:

  • Assists with the day-to-day support of programs and events offered by the Office of Graduate Education

Qualifications / Requirements:

  • One to three years of administrative experience, with an emphasis on administrative, organizational, and records keeping skills, is required
  • Proficiency with PeopleSoft and MS Office (in particular Outlook, Word, and Excel) is required
  • Ability to communicate effectively and professionally with members of the public and with students, faculty members, and staff across the University is required
  • Strong data entry skills, record keeping, and attention to detail are essential
  • A strong understanding of University policies and procedures relevant to graduate education and graduate students is considered an asset
  • Demonstrated ability to work in a fast-paced environment with moderate interruptions from phone calls, drop-ins, etc. is required

Application Deadline:  January 17, 2018

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 II.

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 UCVM visit Careers in the Faculty of Veterinary Medicine.

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

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 professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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