Graduate Student Support and Advising Specialist, Faculty of Graduate Studies

Description

The Dean’s Office within the Faculty of Graduate Studies is currently seeking a Full-time Regular Graduate Student Support and Advising Specialist.

The University of Calgary is a research-intensive university with a focus on graduate education. Currently there are approximately 8,000 registered graduate students across 65+ programs; approximately 40% are international. The Faculty of Graduate Studies (FGS) is the faculty of registration for all graduate students and is accountable for administration of graduate education and support for graduate students. There are two Graduate Support & Advising Specialists in FGS.

The Graduate Student Support & Advising Specialist works collaboratively within the Faculty of Graduate Studies team to support shared priorities and student success. This position has day-to-day accountability to and guidance from the Associate Deans (Student Experience), while reporting to the Manager, Graduate Student & Program Support. In consultation with the Associate Deans (Student Experience) and the Manager, Graduate Student & Program Support, the Specialist contributes to setting objectives, priorities, and timelines, and collaboratively develops and implements strategies to achieve established goals within the direction provided by FGS leadership.

Drawing on a strong understanding of graduate education, academic advising, coaching, and conflict management, the Graduate Support & Advising Specialist works to support student success through developmental advising and support services that meet the needs of the diverse student cohorts served by the Faculty of Graduate Studies. This is a senior advising position that requires a high degree of initiative, independent decision-making and problem solving on complex issues.

The role includes a broad range of activities focused on fostering a supportive environment that promotes student well-being and academic success, including individualized, one-on-one student advising, as well as developing and delivering educational supports such as workshops, information sessions, and targeted programming to address common graduate student needs. The Specialist works collaboratively with academic programs, faculty, and campus partners (e.g., Student Success Centre, International Student Services, Student Accessibility Services, the Student Ombuds) to ensure consistent, proactive advising practices, and coordinated support for graduate students throughout their degree programs.

A holistic approach to understanding graduate student success and well-being is essential to this role, as is high-quality service delivery, adherence to best practices in graduate advising, and a strong commitment to student wellbeing.

This position requires sound analytical skills, exceptional judgment, strong attention to detail, and a firm commitment to accuracy, integrity, confidentiality, and professionalism. The quality and accuracy of the advice, information, and materials produced in this role are critical to the Faculty of Graduate Studies. Inaccurate information or poor judgment may have significant implications for individuals, academic programs, the Faculty, and the University’s reputation.

This position additionally requires clear written and verbal communication skills to support effective student advising, collaboration, and reporting. A high degree of initiative and strong organizational skills are essential for managing a diverse workload with a high degree of independence. The position reports to the PI.

Programming schedules may require some work hours outside of the normal work week.

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

Advising and Student Case Management (60%)

• Maintain direct contact with and advise a caseload of students (thesis- and course-based), including academically at-risk students, with particular focus on more complex cases. This includes meeting with individuals on an ongoing basis for varying advising needs such as supervisory issues, interpretation of the university calendar, degree requirements, and regulations, identification of barriers to success, goal setting and action plans for academic success. Employ best practices in receiving and managing highly sensitive student concerns – including student distress – with professionalism, care, and confidentiality.
• Closely monitor students to proactively identify at-risk scenarios and opportunities to develop, implement, measure and improve academic success strategies.
• Assist students in identifying progression/success obstacles as well as concrete plans to assist students in overcoming these to move forward toward degree completion or alternative outcomes where degree completion is not possible. Determine barriers, distractions, and complications affecting a student’s academic success, and make appropriate referrals for additional advising and/or assistance from other units.
• Manage more complex student requests, such as retroactive leaves of absence, second (and beyond) program extensions, and complex student situations. Approve requests or refer to Associate Deans, Manager and/or Senior Director for approval where required.
• Support Associate Deans and students with policy and resource information during academic review meetings.

Program Development and Outreach (30%)

• In collaboration with staff and leaders in teaching faculties and graduate programs, develop and implement effective mechanisms to expand the reach and impact of the FGS Student Support & Advising Specialists, including activities to build awareness of supports and services available as well as opportunities for regular onsite advising within teaching faculty spaces.
• Develop excellent knowledge of programming currently available for graduate students and identify any gaps.
• Work with other FGS teams and University partners to develop and deliver appropriate programming, including development, review and delivery of content for Graduate Orientation (GradO) as well as Grad Success Week sessions, and other programs that will support the successful completion of degree and raise the bar for a positive student experience.
• Lead the ongoing review and enhancement of the GRADTIPS program and related processes in collaboration with the Student Success Centre.

Other (10%)

• Partnership and Relationship Management: Liaise with other units on campus to build linkages between FGS and the broader University community.
• Data Reporting: With support from the Team Lead, Graduate Student Services, track student support activities, and contribute to the development and analysis of reports and statistics, which will inform planning for student support resources focusing on academically at risk and international student groups.
• Actively participate as a member of the FGS Exceptional Requests Review Committee (ERRC).

Generally

• Work closely with the Team Lead & Manager to ensure the student caseload is effectively triaged and distributed between all relevant staff.
• Create an environment where knowledge sharing, support, training tools, coaching and staff development ensure service levels meet or exceed expectations.
• Contribute information and expertise to the team and keep up to date on relevant current trends and developments with colleagues at other Canadian universities, professional organizations and government department and agencies.
• Represent FGS on internal and external committees and working groups as required.

Qualifications / Requirements:

Education and Experience

• Minimum of a Master’s degree; thesis-based degree and PhD-level are considered assets.
• Demonstrated experience advising graduate students, including international students and students from equity-deserving and under-represented groups.
• Knowledge of, or ability to rapidly acquire, knowledge of University of Calgary policies, regulations, and procedures related to graduate education.
• Experience working within a post-secondary education environment.

Advising, Communication, and Interpersonal Expertise

• Demonstrated excellence in interpersonal communication skills, including strong written, oral, one-on-one, and group facilitation skills.
• Proven ability to engage effectively with students through respectful, supportive, and inclusive advising practices.
• Strong background in cross-cultural communication and experience working with diverse student populations, including Indigenous, international, neurodiverse students, and students with disabilities.
• Demonstrated strength in teaching and knowledge¿sharing, including experience delivering presentations, facilitating workshops, and engaging large and small groups in educational settings.

Judgment, Independence, and Organizational Effectiveness

• Demonstrated strong critical thinking, judgment, and decision-making skills.
• Ability to work independently with a high degree of initiative while also contributing effectively within a collaborative team environment.
• Excellent organizational, planning, and time-management skills, with the ability to manage complex workflows, balance competing priorities, and meet deadlines.

Equity, Diversity, and Inclusion

• Demonstrated success applying best practices in equity, diversity, inclusion, and accessibility in student advising, programming, and service delivery.

Data, Reporting, and Program Development

• Demonstrated experience in knowledge translation, including collecting, analyzing, and interpreting data to inform local solutions and continuous improvement.
• Experience using survey tools such as Qualtrics and contributing to program assessment and evaluation.
• Proven success in the development, delivery, and assessment of student-focused programs and educational initiatives.
• Experience managing or contributing to SharePoint modules or similar digital platforms.

Collaboration, Innovation, and Professional Practice

• Demonstrated collaborative approach, with a track record of building effective working relationships across units and departments.
• Ability to apply creativity, initiative, and innovation to enhance advising practices and student support strategies.
• Training or experience in conflict resolution, mediation, or effective communication strategies is considered an asset.

Application Deadline: June 4, 2026

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 3.

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 ii’ taa’poh’to’p 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’s commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary.

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 Institutional Commitments ([email protected]) and requests for accommodations can be sent to People & Culture ([email protected]).

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.