Program Coordinator

Competition 2595

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.

Location - Work primarily takes place at Enterprise Square.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for Continuing Education (CE)

Continuing Education (CE) at the University of Alberta supports lifelong learning through flexible, accessible, and relevant programming for adult learners, professionals, and organizations. Our unit delivers a wide range of non-credit courses and certificate programs that enhance career development, personal growth, and workforce readiness across diverse sectors.

Serving learners from across Alberta and beyond, CE collaborates with industry experts, instructors, and partners to deliver high-quality programming that meets evolving community and labour market needs. We are committed to innovation, inclusion, and service excellence—empowering learners to thrive in a rapidly changing world.

Our Program Coordinators play a central role in this mission, overseeing program design, instructor support, learner experience, and operational planning to ensure our offerings remain impactful, current, and learner-focused.

Position

Reporting to the Team Lead, the Program Coordinator supports his/her identified programming cluster by performing administrative duties related to the planning, directing, and coordinating of program-specific activities. Within the team, the Program Coordinator works with other Program Coordinators and the unit's Program Advisors in order to achieve unit and operational goals. Subject to the varying directives of the Team Lead, the day-to-day activities of this role will be dependent on the academic cycle and needs of the programming unit. However the incumbent will generally work with relative independence within clearly defined objectives.

This position functions as part of a cohesive, high-performing programming cluster and will have frequent consultations with the Team Lead, team members, peers, experts, and stakeholders to ensure that client, student, corporate, and unit-related issues are understood and incorporated into program, course planning and administration. For continued success in this role, the incumbent will have a strong business sense with good problem-solving skills, be resourceful, and take initiative when necessary. They will need to be organized and timely in their work, have excellent communication skills, and be professional in their manner and dealings with all customers to the programming cluster, whether these customers are internal or external.

Duties

General Course Administration

• Oversees all aspects of course administration, including the scheduling of courses and the contracting of part-time, limited-term instructional staff.
• Develops an annual schedule of classes for course offerings to the community.
• Schedules dates and times for all course offerings in negotiation with selected instructors.
• Coordinates the schedule and plans logistics related to the course offering (includes the creating, reviewing, and editing of the course syllabus and/or facilitating and confirming instructor revisions to the course syllabus).
• Recruits, selects, and recommends the appointment of new instructor(s) to the Team Lead.
• Negotiates salaries and initiates teaching contracts with new and existing instructors.
• Supports the corporate learning initiatives and negotiates profit-sharing agreements with consulting firms to present customized learning offerings.
• Evaluates the effectiveness of course design, curriculum, instructor effectiveness, and overall program quality through careful analysis of evaluation surveys.
• Discusses with and provides feedback to instructors, recommending changes as appropriate and notifying Team Lead of action taken.

Student and Prospective Student Relations

• As an ambassador of the University of Alberta and Continuing Education, the Program Coordinator uses exceptional communication skills to build understanding and provide guidance to our students and prospective students.
• Advises students, staff, and the public about University and Continuing Education policies and procedures regarding issues such as admission, registration, graduation, course withdrawals, academic standing, grades, deferred exams, and FOIPP.
• Exercises authority to grant or deny deferred examination requests, evaluating each case individually, using established policies and standards.
• Counsels students on course selection and availability, possessing strong knowledge of and clearly communicating information about course restrictions, prerequisites, and the impact of various programs on a student's course selection and academic advancement.

Marketing

• Provides tactical input into the annual marketing plan through collaboration with the Team Lead for the programming cluster and Is accountable for pre-defined expenditures for marketing purposes.
• Prepares detailed annual marketing and advertising strategies to promote courses for the area of responsibility for Team Lead to review, consider, and approve.
• Undertakes surveys of the competition and the market to identify needs and opportunities for the programming cluster, preparing market research reports and working with the Team Lead to develop strategic plans and multi-year plans.
• Develops plans and recommendations (e.g. of marketing strategies, content experts for course development) with attention to financial and other resource requirements.
• Initiates the creation, review, and editing of course outlines and submits to appropriate area for final review and input, ensuring collaboration with instructional designers, e-learning specialists, and/or instructors, as appropriate.
• Provides content for communication for program events, courses, and websites and, when necessary, contributes to the creation/message of advertisements in collaboration with Continuing Education's marketing team.

Budget/Financial Responsibilities

• Provides tactical input into the annual budget for the programming cluster and accountability for course-related expenditures.
• Prepares detailed annual budget forecasting for area of responsibility to the Team Lead for review and final approval.
• Develops individual course budgets, performing analysis to determine break-even points and required enrolments.
• Performs analysis of monthly financial information, verifying for accuracy.

Team Collaboration & Leadership

• Depending on the scope and size of project work, Program Advisor(s) may be assigned to work with the Program Coordinator to provide support and assistance. Where Program Advisor (s) are assigned, the Program Coordinator is responsible for assigning work and providing guidance and direction to ensure a positive work and learning experience.
• May be asked to participate in recruitment activities by sitting as a member of selection committees, provide feedback for the preparation of performance appraisals of Program Advisors, monitor the quality and appropriateness of workloads, help coordinate training and skill development, provide mentorship and guidance to the Program Advisors.
• Train support staff and provide orientation for new and interim support staff.

Qualifications

• Post-secondary education of a Bachelor's Degree.
• Thorough knowledge and experience with the University of Alberta academic regulations, especially in the areas of: the Code of Student Behavior, GP PRC Policy, registration, the University grading system, examinations, academic standing, and appeals and grievances.
• Understanding of FOIPP and Human Rights legislation as it relates to interaction with instructors, students and staff.
• Superior interpersonal skills including the ability to listen and communicate effectively and sensitively, including cross-cultural sensitivity and an ability to counsel distressed or difficult individuals.
• Expert knowledge of the University's PeopleSoft/Campus Solutions software records management system.
• Exceptional organizational skills, including project and resources management skills.
• Strong analytical and problem solving skills.
• Ability to exercise superior, independent judgment on a day-to-day basis.
• Demonstrated ability to work collaboratively within a team environment.
• Ability to work under pressure with a demanding workload.