Team Lead, Program Coordination, University of Calgary Continuing Education

Job title: Team Lead, Program Coordination, University of Calgary Continuing Education

Job description: Position Overview

University of Calgary Continuing Education is currently seeking a Full-time Limited Term Team Lead for approximately 3 years.

The University of Calgary has one of Canada’s largest and most successful continuing education programs. Continuing Education is an academic unit whose mission is to strengthen our university and our community by providing high-quality educational opportunities to lifelong learners. Continuing Education administers more than 20,000 course enrolments per year, generating over $10 million in tuition revenues in the process.

In support of the University of Calgary’s core principles and financial objectives, Continuing Education is an academic unit with a mandate to respond to the needs of the community by facilitating the development of, and access to, lifelong learning opportunities. Serving 12,000 students annually, it is expected to fund, through revenue generation, the majority of its operational costs while contributing financially to the University. The success of University of Calgary Continuing Education in meeting its business target in a competitive environment is dependent upon providing highly effective client service and quality programs.

The Team Lead will perform a variety of duties in support of the successful delivery of quality programs, conferences and events, and oversee the on-going daily operations of a variety of non-credit courses and programs at the University of Calgary. This position reports to the Manager, Service Delivery and works closely with Associate Directors, Student Services, and Marketing and Communications in a cross-functional team environment. The Team Lead will supervise staff and daily operations for the program coordination team which consists of 6 AUPE employees. The ability to lead teams, provide support and guidance, troubleshoot issues, have high attention to detail, use critical thinking skills, manage time effectively, work in a collaborative environment, and communicate effectively is essential to this position.

Primary Purpose of the Position:
As a member of the Business Operations team, the Team Lead oversees the day-today operations of the Program Coordination team who are responsible for the operational and logistical aspects of course delivery within Continuing Education. This includes supporting workload management and efficiencies, managing schedules and coverage, problem-solving and troubleshooting day-to-day challenges, and ensuring standards and processes are being executed as required.

The Team Lead is also responsible for ensuring the operational details of non-credit projects offered through UCCE’s partnerships and grants are fulfilled timely and accurately. This includes managing timelines as projects come in throughout the year, liaising with UCCE Associate Directors, Managers, and external partners to ensure details of the agreement are confirmed and complete, and executing all operational details of the agreement. This includes, but is not limited to: entering course and section information into the UCCE Registration System, requesting additions to the system as needed, ordering course materials, booking classrooms and comm/media, confirming instructor schedules and contracts, and entering grades.

Position Description

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

Leadership:

• Provide leadership and coaching to members of the Program Coordination team
• Continuously develop and train team members
• Lead application and sustainment of business processes and policy as they pertain to program coordination
• Resolve escalated issues from the coordination team, including but not limited to those arising from room bookings, comm/media, course materials orders, communication challenges, and business process and policy interpretations
• Review out of office requests and ensure appropriate coverage is in place for any absences within the team
• Develop and maintain resources for the coordination team to ensure they have the tools and resources to perform their duties effectively
• Identify professional development opportunities and training requirements within the team
• Act as the internal Program Coordination representative on committees and working groups as required
• Communicate individual and team performance successes and issues with the Manager, Service Delivery
• Assess and recommend changes/adjustments to ensure efficiency and improvements to work quality and accuracy

Project Support:

• Apply relevant business processes to projects as appropriate, using critical thinking and good judgment to determine applicability. Processes include but are not limited to: cancel section; add new section; monitor enrollment; prepare for course section start; implement academic plan; provide UCIT access; hire Instructor (as Vendor/Employee); onboard and off-board instructor
• Enter course and course section data into the UCCE registration system following prescribed rules while ensuring project agreements are being met to ensure consistency of information and accurate fulfillment of the agreements
• Create and maintain detailed project tracking sheet and checklist
• Book facilities such as classrooms and computer labs as required through relevant booking systems
• Order and prepare materials and supplies for distribution to students in face-to-face courses, through the bookstore, publisher, and campus print shop
• Request and order audio visual equipment and resources for courses
• Establish strong working relationships with instructors and ensure all arrangements are in place for their delivery of a quality course
• Prepare and distribute course pre-session information packages when required
• Execute any pre-course activities as outlined in project agreements
• Review data to make course section go/no-go decisions as per project specifications
• Ensure final grades are entered into the UCCE registration system
• Accurately prepare and distribute Instructor contract letters and provide any additional information as necessary

Administrative Support:

• Manage records in compliance with University policy (i.e. retention and destruction)
• Prepare and maintain centralized spreadsheets in relation to classroom bookings
• Coordinate monthly payroll spreadsheets for instructor payments
• Process payments for supplies, instructional services, and other services
• Maintain instruction and course supplies
• Manage Program Coordinator inbox
• Provide feedback on relevant business processes
• Assist with the annual graduation ceremony and other UCCE events and conferences
• Other administrative duties as required

Student Support:

• Assess project agreements for student support requirements
• Liaise with Lead, Student Services to communicate impacts on Student (i.e.: new programs/courses/changes to processes)

Marketing Support:

• Assist with the advertising and promotion of courses, programs, and promotional materials by using a wide variety of communication tools
• Review and update promotional information that includes program timetables and course information available for viewing on the continuing education web site
• Ensure information is accurate and consistent in print and online resources

Qualifications / Requirements:

Education and Experience:

• Completion of a level of education equal to a Professional Management or Project Management certificate or diploma program
• University degree would be an asset
• Minimum 4 years’ experience working in an office setting; a post-secondary environment and/or adult and corporate educational environment is preferred
• Minimum 2 years’ experience with a student registration system (i.e. DestinyOne) or a customer management system
• Demonstrated experience leading staff teams
• Program or project planning experience an asset
• Experience working within a diverse, client-focused environment is an asset
• A combination of relevant education and experience will be considered

Knowledge, Skills, and Abilities:

• Ability to effectively lead a diverse team of professionals
• Strong supervision, coaching and mentoring skills
• Ability to set priorities, meet deadlines and have a keen attention to detail
• Ability to perform multiple and varied tasks and to change priorities in a fast paced environment
• Ability to work within ambiguity while still applying structure, striving towards consistency, and using good judgement is essential
• Good judgment, tact and diplomacy when dealing with the frequent interactions with a variety of stakeholders, including: students, instructors, staff, other University departments and external organizations/companies
• Ability to facilitate team meetings and training sessions
• Ability to create and maintain effective project tracking systems
• Intermediate skills in Microsoft Office (Word, Excel, Outlook) required
• High degree of comfort with technology and web-based platforms
• Demonstrated ability to solve challenging problems
• Positive attitude and demonstrated ability to be a collaborative team member
• Strong written and verbal communication skills

Application Deadline: July 13, 2021

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 III.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our .

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 has launched an institution-wide in line with the foundational goals of , 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 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.

Company: University of Calgary

Expected salary:

Location: Calgary, AB

Job date: Thu, 08 Jul 2021 05:07:44 GMT

Job Source: Careerjet.ca