Project Coordinator, Schulich School of Engineering

Description

SSE Operations Staff within the Schulich School of Engineering is currently seeking a Full-time Regular Project Coordinator.

Reporting to the Operations Manager, the Project Coordinator is responsible for the coordination, tracking, and business operations support and engineering student experience programs.This position will oversee the day-to-day operations and support experiential learning initiatives such as the Schulich Student Activities Fund, global experiences, and scholarships. This is a regular, full-time position, 35 hours per week, Monday to Friday, 8:30-4:30. During peak periods, this position will organize and attend events outside of normal working hours. This is an in-person, on campus role with the possibility of remote work 1 day per week.

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

Experiential Learning

• Lead project planning and oversee the complete implementation of annual global experience travel initiatives.
• Manage student payments, handle travel expenses, and process related invoices efficiently.
• Facilitate effective communication among students, faculty, the Global Learning office, and external stakeholders.
• Arrange travel logistics for engineering international student projects, ensuring smooth operations.
• Provide guidance to the staff team on optimal practices for event logistics and project planning.
• Assist in budget management and prepare comprehensive project reports.
• Collaborate with relevant partners, particularly the Global Learning Office, to enhance international student engineering projects/experiences.
• Support other SSE-sponsored student experiences such as Outdoor Leadership trips, Homes for Home, and the Grace Hopper Conference.
• Manage all facets of the Schulich Student Activities Fund, including committee coordination, application review, communication with applicants, and award processing.
• Oversee disbursements and ensure efficient fund allocation.
• Apply and interpret SSAF policy guidelines, escalating exceptional cases for appropriate handling and approval.
• Assist in the review and update process of the SSAF to maintain relevance and effectiveness.
• Foster collaboration by liaising with teams, clubs, and SSE staff supporting these groups.
• Facilitate the selection process in collaboration with the committee, which includes compiling applications, scheduling interviews, and collecting necessary documents.
• Work closely with the Engineering Student Center and the Associate Dean of Professional Development to manage the renewal process, including coordination with the Undergraduate Scholarship Committee, organizing welcome and sendoff events, and regular communication with scholars.
• Plan and coordinate small-scale welcome, farewell, and other events for scholars to foster a sense of community.
• Maintain consistent communication with the Awards office to ensure all scholarship deadlines are met promptly.

Account Management, Financial Reconciliation, Report Management & Power BI

• Manage all accounts related to the Schulich Student Activities Fund and the Undergraduate Schulich Prestige Scholarships process.
• Reconcile travel costs for international engineering student experiences/projects with the respective budget owners.
• Process awards and scholarships accurately and efficiently.
• Generate detailed reports for each account, ensuring thorough reconciliation of all transactions.
• Provide regular status updates on all accounts, tracking current expenditures and forecasting future spending.
• Analyze data to identify potential budgetary issues such as overspending or fund application errors.
• Address any errors in fund allocation promptly, developing and executing action plans as needed, and escalate to the Manager, Partner, Finance when necessary.
• Demonstrate comprehensive knowledge of university best practices in accounting functions and account management.
• Monitor research account expenditures to prevent overages and promptly inform the Manager if intervention is needed.
• Conduct evaluation and reporting for the Global Experience program.
• Prepare annual reports on Schulich Student Activities Fund disbursements for operational and strategic program reviews.
• Utilize Power BI tools to create ongoing reports for analysis and informed decision-making.

Other SSE Initiatives and Leadership/EDIA

• Monitor and manage tracking of report deadlines and deliverables.
• Assist in supporting the SSE Curriculum review process.
• Provide administrative support for ongoing SSE accreditations.
• Collaborate closely with the leadership team within SSE and external stakeholders to achieve organizational goals.
• Interpret, communicate, and ensure adherence to University and SSE regulations, policies, and procedures when offering guidance or assistance to faculty, staff, and students.
• Foster a collaborative team environment through exemplary role modeling and leadership practices.

Qualifications / Requirements:

• Post-secondary education or equivalent experience is mandatory.
• Previous experience in event planning and financial management is required.
• Proficiency in Microsoft Office Suite, email, internet, and web-based applications is necessary.
• Familiarity with PeopleSoft systems (Finance, HR, Student Administration) or equivalent is expected.
• Strong interpersonal, organizational, and time management skills are imperative, alongside exceptional written and verbal communication abilities.
• Capacity to efficiently manage a substantial workload with a positive, student-centered approach.
• Flexibility to handle heavy workloads and periods of heightened stress, especially during peak times.
• Ability to work autonomously, exercising discretion in decision-making.
• Demonstrated proficiency in critical thinking, judgment, and decision-making.
• Resourcefulness, creativity, innovation, and adaptability are highly valued traits.
• Thorough understanding of university policies, procedures, and regulations, including the Freedom of Information and Protection of Privacy Act.
• Ability to compose routine correspondence and perform various administrative tasks as required.
• Openness to sharing information and receptive to questions, concerns, ideas, and needs.

Application Deadline: May 14, 2024

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 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).

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.