Job Description
Full job description
Description
The Haskayne School of Business is currently seeking a Full-time Limited Term Teaching & Learning Administrator for approximately 24 months.
The Teaching & Learning Administrator (TLA) is a key member of the Haskayne School of Business (HSB) Programs Office team. This role reports to the Manager, Teaching and Learning Operations and provides comprehensive administrative support to faculty that anticipates and responds to faculty instructional needs with minimal supervision. By exercising discretion, sound judgment, flexibility, and integrity, the TLA fosters strong, collaborative relationships with faculty, staff and other members of the University community, contributing to a positive and effective academic environment in support of teaching excellence and continuous improvement.
The Teaching & Learning Administrator is customer-facing and plays a critical role in supporting the teaching and learning activities of faculty and sessional instructors within HSB. The role demands a high level of professionalism, discretion, and communication skills in managing relationships with a diverse range of individuals. Work volumes fluctuate throughout the academic cycle, with peak periods characterized by compressed timelines, competing priorities, and significant operational impact. The TLA must regularly shift between independent work and collaborative initiatives while exercising sound judgment, diplomacy, and high attention to detail. Given the direct impact on academic delivery, compliance, and student experience, the role demands sustained focus, resilience, and effective workload management strategies in a fast-paced and deadline-driven environment.
Due to the operational requirements of this position, the role is predominantly on campus. The primary working hours are Monday to Friday, 8:30 AM to 4:30 PM, 7 hours per day (35 hours per week); however, flexibility is essential, including some evening and weekend work. This position is part of the AUPE Collective Bargaining Unit.
Summary of Key Responsibilities (job functions include but are not limited to):
Administrative
Coordination of Teaching & Learning Operation
Lead the centralized intake, triage, tracking, and resolution of faculty teaching and learning requests, proactively monitoring academic milestones and ensuring timely completion of high-volume, deadline-driven deliverables that align with program objectives and university academic priorities
Coordinate deferred exam sessions end-to-end, including scheduling, logistics, and after-hours invigilation support
In coordination with HSB Timetabling, instructors, and Area Chairs, support room bookings and classroom logistics to ensure accurate and seamless course delivery
Academic Compliance & Quality Assurance
Provide quality control oversight of course materials and assessments to ensure accuracy, consistency, and alignment with established standards, university policies, and copyright legislation
Acts as a resource to colleagues on instructional systems and administrative processes
Maintain accurate documentation and archival systems for teaching materials to support continuity, audit readiness, and knowledge transfer across academic terms.
Workforce Support & Operational Continuity
When required, provide onboarding guidance and training to new administrative hires to promote operational consistency, service standards, and knowledge transfer across units
Function as backup support in the hiring processes for Area MPs and GATs, contributing administrative coordination and continuity while respecting the primary accountability of the hiring team
Provide structured backup support for the Course Demand & Scheduling Specialists with Area sessional appointment processing and academic overload administration during peak periods or absences, ensuring continuity of critical academic staffing and administrative processes
Instructional Systems & Technical Expertise
Act as subject matter support for the university's learning management system (D2L/Brightspace), assisting instructors with course creation, content migration, electronic grading configuration, and online exam deployment using established assessment databases
Serve as the first point of contact for troubleshooting instructional technology challenges, mitigating risk to course delivery and minimizing disruption to the student experience
Continuously build and apply technical expertise to enhance instructional effectiveness and support evolving teaching modalities
Resource & Vendor Management
Coordinate and continuously improve the end-to-end procurement process for textbooks, cases, simulations, and specialized instructional materials, coordinating with publishers and vendors to ensure timely access and cost effectiveness
Coordinate ancillary teaching supports, including guest speaker gifts, parking code setup and tracking, and related documentation, ensuring professional execution and accurate record management
Financial Administration & Accountability
Perform financial reconciliation activities related to teaching and learning operations, including university-issued credit card reconciliation and instructor reimbursement processing
Ensure compliance with university financial policies, accuracy of expense documentation, and timely submission of claims to maintain fiscal accountability
Other
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 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 Manager, Teaching & Learning
Operations 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:
Minimum four (4) years of progressively responsible administrative experience, preferably within a post-secondary or academic environment
Post-secondary certificate, diploma, or degree in a related field
Demonstrated excellence in administrative, analytical, organizational, and time management skills, with the ability to prioritize and manage multiple complex tasks amid frequent interruptions
A team player with strong interpersonal skills who fosters strong relationships
Excellent written and verbal communication skills, including the ability to draft clear, concise correspondence and respond to inquiries professionally within established guidelines
Proven ability to work independently and as part of a team, exercising sound judgment to initiate, coordinate, track, and complete cyclical tasks and projects
High level of discretion, diplomacy, and confidentiality, with the ability to interpret and apply policies appropriately
Resilience and professionalism under pressure, with the ability to remain calm and effective in demanding or high-volume situations
Strong technical proficiency, including intermediate to advanced skills in Microsoft Office Suite, Teams, Zoom, web-based platforms, and an aptitude for learning and supporting new technologies
Knowledge of or willingness to learn university learning management systems, with the capacity to become an intermediate to expert user
Application Deadline: March 22, 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 Operational/Administrative 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 ****** 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.
Description
The Haskayne School of Business is currently seeking a Full-time Limited Term Teaching & Learning Administrator for approximately 24 months.
The Teaching & Learning Administrator (TLA) is a key member of the Haskayne School of Business (HSB) Programs Office team. This role reports to the Manager, Teaching and Learning Operations and provides comprehensive administrative support to faculty that anticipates and responds to faculty instructional needs with minimal supervision. By exercising discretion, sound judgment, flexibility, and integrity, the TLA fosters strong, collaborative relationships with faculty, staff and other members of the University community, contributing to a positive and effective academic environment in support of teaching excellence and continuous improvement.
The Teaching & Learning Administrator is customer-facing and plays a critical role in supporting the teaching and learning activities of faculty and sessional instructors within HSB. The role demands a high level of professionalism, discretion, and communication skills in managing relationships with a diverse range of individuals. Work volumes fluctuate throughout the academic cycle, with peak periods characterized by compressed timelines, competing priorities, and significant operational impact. The TLA must regularly shift between independent work and collaborative initiatives while exercising sound judgment, diplomacy, and high attention to detail. Given the direct impact on academic delivery, compliance, and student experience, the role demands sustained focus, resilience, and effective workload management strategies in a fast-paced and deadline-driven environment.
Due to the operational requirements of this position, the role is predominantly on campus. The primary working hours are Monday to Friday, 8:30 AM to 4:30 PM, 7 hours per day (35 hours per week); however, flexibility is essential, including some evening and weekend work. This position is part of the AUPE Collective Bargaining Unit.
Summary of Key Responsibilities (job functions include but are not limited to):
Administrative
Coordination of Teaching & Learning Operation
Lead the centralized intake, triage, tracking, and resolution of faculty teaching and learning requests, proactively monitoring academic milestones and ensuring timely completion of high-volume, deadline-driven deliverables that align with program objectives and university academic priorities
Coordinate deferred exam sessions end-to-end, including scheduling, logistics, and after-hours invigilation support
In coordination with HSB Timetabling, instructors, and Area Chairs, support room bookings and classroom logistics to ensure accurate and seamless course delivery
Academic Compliance & Quality Assurance
Provide quality control oversight of course materials and assessments to ensure accuracy, consistency, and alignment with established standards, university policies, and copyright legislation
Acts as a resource to colleagues on instructional systems and administrative processes
Maintain accurate documentation and archival systems for teaching materials to support continuity, audit readiness, and knowledge transfer across academic terms.
Workforce Support & Operational Continuity
When required, provide onboarding guidance and training to new administrative hires to promote operational consistency, service standards, and knowledge transfer across units
Function as backup support in the hiring processes for Area MPs and GATs, contributing administrative coordination and continuity while respecting the primary accountability of the hiring team
Provide structured backup support for the Course Demand & Scheduling Specialists with Area sessional appointment processing and academic overload administration during peak periods or absences, ensuring continuity of critical academic staffing and administrative processes
Instructional Systems & Technical Expertise
Act as subject matter support for the university's learning management system (D2L/Brightspace), assisting instructors with course creation, content migration, electronic grading configuration, and online exam deployment using established assessment databases
Serve as the first point of contact for troubleshooting instructional technology challenges, mitigating risk to course delivery and minimizing disruption to the student experience
Continuously build and apply technical expertise to enhance instructional effectiveness and support evolving teaching modalities
Resource & Vendor Management
Coordinate and continuously improve the end-to-end procurement process for textbooks, cases, simulations, and specialized instructional materials, coordinating with publishers and vendors to ensure timely access and cost effectiveness
Coordinate ancillary teaching supports, including guest speaker gifts, parking code setup and tracking, and related documentation, ensuring professional execution and accurate record management
Financial Administration & Accountability
Perform financial reconciliation activities related to teaching and learning operations, including university-issued credit card reconciliation and instructor reimbursement processing
Ensure compliance with university financial policies, accuracy of expense documentation, and timely submission of claims to maintain fiscal accountability
Other
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 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 Manager, Teaching & Learning
Operations 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:
Minimum four (4) years of progressively responsible administrative experience, preferably within a post-secondary or academic environment
Post-secondary certificate, diploma, or degree in a related field
Demonstrated excellence in administrative, analytical, organizational, and time management skills, with the ability to prioritize and manage multiple complex tasks amid frequent interruptions
A team player with strong interpersonal skills who fosters strong relationships
Excellent written and verbal communication skills, including the ability to draft clear, concise correspondence and respond to inquiries professionally within established guidelines
Proven ability to work independently and as part of a team, exercising sound judgment to initiate, coordinate, track, and complete cyclical tasks and projects
High level of discretion, diplomacy, and confidentiality, with the ability to interpret and apply policies appropriately
Resilience and professionalism under pressure, with the ability to remain calm and effective in demanding or high-volume situations
Strong technical proficiency, including intermediate to advanced skills in Microsoft Office Suite, Teams, Zoom, web-based platforms, and an aptitude for learning and supporting new technologies
Knowledge of or willingness to learn university learning management systems, with the capacity to become an intermediate to expert user
Application Deadline: March 22, 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 Operational/Administrative 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 ****** 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.
💡 Quick Summary
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