Teaching & Learning Administrator, Haskayne School of Business

The University of Calgary

Aug 3

Applications are closed

Job
Full-time
Mid & Senior Level
Calgary

Requirements

3 to 5 years of progressive administrative experience is required
Completion of post-secondary certificate, diploma, or degree is required
Strong organizational skills and a service orientation is required
Must be open to learning and development, and be willing to accept new challenges and assignments
Ability to establish personal credibility within Haskayne School of Business and the University of Calgary is required
Strong interpersonal skills with the ability to work collaboratively as a team member, nurture positive working relationships with faculty and staff at all levels of the organization as well as the student community are required
A positive attitude and ability to work independently and as part of a team are critical to success
Must have a clear speaking voice, strong listening skills, and an ability to ask questions to clarify request information
Must be able to remain calm in demanding situations and appropriately deal with stress resulting from these situations
Ability to work in a fast-paced environment with moderate interruptions from phones, staff and other inquiries is required. This requires excellent time management skills to prioritize and meet deadlines
Must be able to work with and adapt to shifting priorities
Must be able to understand and maintain confidentiality, demonstrate diplomacy and good judgement to be successful in the role
Demonstrated strong communication, team, and customer service skills, and an ability to exercise judgement within established guidelines is required
Intermediate/Advanced skills in Microsoft Office, Internet Skills, and an aptitude for learning and teaching new software skills is required
Knowledge of University learning management systems is desirable

Responsibilities

Receive, track and triage completion of faculty requests for teaching and learning support through management of T&L Area Inboxes
Help prepare and coordinate course materials and assessments, with strong attention to detail due to high impact of error
Ensure all faculty are aware of events and deadlines related to T&L
Assist instructors with electronic grading
Provide support to areas to ensure that rooms and equipment required for classes are booked with appropriate University departments
Ensure course materials comply with copyright guidelines
Review course materials to ensure compliance with University policies
Streamline and oversee the process for ordering textbooks, cases, and other specialized classroom materials
Document and archive teaching materials for future use
Coordinate parking code set-up, distribution, and guest speaker gifts. Document and archive parking codes and guest information for future reference
Expense reconciliation which includes university-issued credit card reconciliation and instructor reimbursement claims for T&L related expenses
Carry out timetabling functions in coordination with HSB Timetabling and Area Chairs
In collaboration with HSB Timetabling, identify vacant sessional teaching opportunities and work together with area chair to determine course of action, implement action plan, following all U of C and TUCFA guidelines
Direct applicants as to the process and the required documentation for this hire
Receive, review, and retain sessional applicant packages, as dictated by U of C HR policies
In the Template-based Hire (TBH) system, create sessional instructor contracts from the approved template, ensuring accuracy & completeness, obtain proper Haskayne approvals and forward to the successful candidate for review and approval. This process has a high impact of error, as it includes sourcing contract details such as term, rate of pay, etc.
In the Academic Processes SharePoint site, maintain confidential hiring details, upload contracts and completed TBH confirmations, monitor sessional HCEs to maintain accurate step/salary and initiate the performance review process
Receive confirmation of new hires and initiate onboarding process in collaboration with Human Resources, Operations Manager, and the Area Chair
Communicate with new hire, assess office and technology requirements in coordination with appropriate departments, i.e., IT, Facilities Management
Ensure room/space assigned is prepared for arrival date
Coordinate transactional support for the hiring of Area MPs and GATs
Provide direction regarding the appropriate paperwork & process for new hourly hires
Ensure the university processes for Offer Letter and Assignment of Duties form have been completed
Enter hourly hires into the PeopleSoft system as a template-based hire (TBH); ensuring information is accurate and submit for approval
Create employee folder in SharePoint and upload Hourly Hire Forms, Employee Information Forms and Offer Letter and Assignment of Duties Form where applicable
Is familiar with the University of Calgary "Statement on Principles of Conduct" and conducts himself/herself according to these Principles in all situations when acting on behalf of the University of Calgary
Expected to participate and contribute to self-continuous learning, while working alongside others, to build a team that shares information, ideas, identify areas for improvement and recommend solutions to improve the productivity and quality within own working area and across teams
As a member of the Teaching and Learning team, work to ensure that all work assigned is completed as required according to standards set by the Associate Dean, Teaching and Learning, Manager, Teaching & Learning Operations, Area Chairs, and by the School & University
Ensure that the Manager, Teaching & Learning Operations is kept informed of activities and progress of work Ensure own actions are aligned with the School's and with the University's strategic direction, ethics, values, and professional standards

FAQs

What is the job title for this position?

The job title is Teaching & Learning Administrator at the Haskayne School of Business.

Is this a full-time position?

Yes, this is a full-time temporary relief position.

How long is the anticipated duration of this position?

The position is expected to last for approximately 18 months.

What are the typical working hours for this role?

The typical working hours are Monday to Friday, from 8:30 A.M. to 4:30 P.M., totaling 35 hours per week.

Is there any requirement for working outside of regular hours?

Yes, extended or alternative hours, including evenings and weekends, may be required based on the needs of the area.

What kind of experience is required for this position?

The position requires 3 to 5 years of progressive administrative experience.

Is a specific educational qualification required?

Yes, completion of a post-secondary certificate, diploma, or degree is required.

What is the application deadline for this position?

The application deadline is August 11, 2024.

What skills are essential for the Teaching & Learning Administrator role?

Essential skills include strong organizational abilities, excellent communication and interpersonal skills, ability to multitask and prioritize, and intermediate/advanced skills in Microsoft Office.

Will I be interacting with faculty and students in this role?

Yes, the position involves regular interaction with students, faculty, and staff as well as other campus and external units.

Is there a focus on diversity and inclusion in the hiring process?

Yes, the University of Calgary is committed to equitable, diverse, inclusive, and accessible employment practices and encourages individuals from diverse backgrounds to apply.

Are benefits such as medicare provided?

Yes, benefits may be provided, but specific details about benefits such as medicare should be confirmed with University Human Resources.

The University of Calgary

Canada's entrepreneurial university, A top research university

Education

Industry

1966

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Mission & Purpose

The University of Calgary is a leading Canadian university located in the nation's most enterprising city. The university has a clear strategic direction to become one of Canada's top five research universities, where research and innovative teaching go hand in hand, and where we fully engage the communities we both serve and lead. This strategy is called Eyes High, inspired by the university's Gaelic motto, which translates as 'I will lift up my eyes.’