Program Governance and Policy Specialist at University of… · Edmonton

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

Location - This role is hybrid with a mix of remote and in-person work at North Campus, Edmonton.

Reporting to the Senior Officer, Student Programs & Services, the Program Governance & Policy Specialist is responsible for providing high-level support to the operations of the Undergraduate Student Services (USS) office.

This includes being responsible for supporting the approval processes revolving around creating, receiving, submitting, and tracking all calendar (course, program, and regulation) changes submitted for the Faculty of Arts; lead the faculties academic standing and academic and grade appeals processes; provide administrative support to the running of the Academic Affairs Committee, Academic and Grade Appeals Committee, Arts Committee on the Learning Environment, and the Undergraduate Programs Committee; provide strategic support, as needed, for the Associate Deans (Undergraduate Programs and Student Affairs) and the Senior Officer, Student Programs & Services; and participating in special project work, policy development related to the committees, and Undergraduate Student Services office initiatives, as applicable.

• Responsible for consulting and educating all departments and units on the requirements for submitting calendar changes, and for receiving and submitting all calendar changes (including course, program, and faculty regulations) for the Faculty of Arts.
• Responsible for providing administrative support to the running of the Academic Affairs Committee - the standing committee of Arts Faculty Council responsible for reviewing all calendar changes, approving course and minor program changes, and recommending major program or policy changes to Arts Executive Committee and Arts Faculty Council.
• Ensures all University Calendar changes have been approved by the appropriate governance body and are consistent with other policies, procedures and content standards.
• Responsible for reviewing and providing feedback on calendar and program changes from the departments, with a focus on reviewing for clarity, accuracy, and consistency wherever possible.
• Providing strategic support needed for the Associate Deans (Undergraduate Programs & Student Affairs) and Senior Officer Student Programs & Services, including providing support for committee work, including communicating with committee members, following up on key committee decisions and items on four Faculty of Arts committees: Academic Affairs Committee, Academic and Grades Appeals Committee, Arts Committee on the Learning Environment, and the Undergraduate Programs Committee - working closely with the applicable committee chairs.
• Working closely with the Associate Dean (Student Affairs), Senior Officer and Manager of Advising & Engagement, and the Student Advising team, and providing leadership and support in the academic standing process.
• Creates and posts academic standing letters (to the student file) for students who are Required to Withdraw, placed on Academic Warning, May not Continue in special programs, given First Class Standing, Cleared Academic Probation, etc. as appropriate, including creating specialized one-off letters if applicable for specialized scenarios.
• Supports the Academic Standing appeal process, including posting academic appeal decision letters from the Associate Deans, Undergraduate, to the student file and tracking second appeal deadlines and following the processes outlined through the Faculty of Arts Academic and Grade Appeal Committee policy guidelines.
• Provide support to the grade appeal process - including setting up appeal hearings with the Academic and Grade Appeal Committee, and following up on changes that arise from decisions made as applicable.

• Bachelor’s degree required.
• 1-3 years of experience in a post-secondary institution is an asset.
• Strong critical thinking and analytical skills.
• Ability to edit and proofread documents for accuracy.
• High level of computer proficiency using MS Office applications (Word, Excel), Google Suite, various databases, etc.
• Experience using Adobe Acrobat is an asset.
• Excellent communication (oral and written), interpersonal, organizational, and problem-solving skills.
• Ability to multi-task and handle a fast-paced environment.
• Understanding of University processes and records management, ideally within the University of Alberta context.
• Knowledge, understanding, and experience in PeopleSoft Campus Solutions is an asset.
• Experience with process improvement and special project work is an asset .

Application Instructions

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This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).