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Teaching & Learning Administrator, Haskayne School of Business

Job ID: 26509

Updated: September 29, 2022

Location: Main Campus

We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta. The City of Calgary is also home to Métis Nation of Alberta, Region III.

Position Overview

The Department of Teaching and Learning in the Haskayne School of Business is currently seeking a Full-time Regular Teaching and Learning Administrator.

The Haskayne School of Business has more than 3,900 full- and part-time students currently enrolled in bachelor's, master's, and PhD programs and over 1000 Executive Education participants.  The School boasts over 27,000 alumni in 90 countries.  The School offers a full range of degree programs, including Bachelor of Commerce, Master of Management (MMgmt), Master of Business Administration (MBA), Accelerated MBA, Executive MBA, the interdisciplinary Master of Science in Sustainable Energy Development, a Doctor of Business Administration (DBA), and a PhD.  The School also offers Executive Education, a Data Science and Analytics diploma (with the Faculty of Science) and embedded and graduate certificates.

The Teaching & Learning Administrator (TLA) will report to the Manager, Teaching and Learning Operations at the Haskayne School of Business and primarily provide teaching and learning administrative support to faculty members in the school. The TLA with work collaboratively with the Area Chairs, and other Teaching and Learning team members.

This position supports the School and requires interaction with students, faculty, and staff as well as other campus and external units. This regular contact with a diverse group of internal and external clients requires a professional and mature manner along with excellent communication skills. The position has high stressors during peak teaching periods and requires multitasking and prioritization in a dynamic environment.

This position works within a framework of University and School policies and procedures and uses personal initiative and good judgment. Extended or alternative hours (evenings and weekends) may be required based on the needs of the area.

The primary purpose of the Teaching & Learning Administrator position is to provide proficient administrative support to the teaching and learning function of faculty members in the Haskayne School of Business. This includes assessing, anticipating, and meeting faculty's instructional needs and expectations with minimal supervision or direction. A high level of discretion, flexibility, and integrity ensures positive outcomes. Establishing and maintaining faculty relationships is key to the success of the role.

Teaching & Leaning Administrators are responsible for facilitating the administrative functions of teaching and helping faculty achieve course and program outcomes. This role requires mid-level discretionary decision-making and priority-setting to ensure deadlines are met. The incumbent must be able to work in a team environment as well as independently. The job functions include the following:

  • Assessing, anticipating, and meeting faculty's instructional needs and expectations
  • Provide continuity and quality control to teaching & learning processes. This includes administrative activities such as grade entry, course outlines, exam printing, D2L course creation, and ordering course material and textbooks
  • Provide accurate information and guidance to students and faculty on procedures, policies, and regulations regarding Marker/Proctor (MPs) and Graduate Assistant Teaching (GAT) contracts.
  • Provide guidelines to faculty and staff about policies, timelines, and procedures relating to t
  • Teaching & Learning (T&L) at the School.
  • Adhere to the FOIP regulations as they apply to student and University records.

Position Description

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


  • 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

Sessional Instructor Hire Coordinator:

  • 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

Hourly Hire Coordinator (teaching-related):

  • 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 themself according to these Principles in all situations when acting on behalf of the University of Calgary.
  • 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.

Qualifications / 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.

Application Deadline:  October 15, 2022. Applications must include a cover letter and resume, preferably in pdf format.

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 2.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information visit Careers in the Haskayne School of Business.

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

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 Indigenous Strategy in line with the foundational goals of Eyes High, 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 ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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