Job Description 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.
Job Description 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 in-person at North Campus Edmonton.
Reporting to the PhD Program Lead and supporting the Associate Dean, PhD Program and Research, the Program Coordinator supports the daily operations of the Business PhD and Research Office. This role provides a wide range of administrative, financial and program advising support to students, faculty, staff and the public on matters related to the Business PhD Program and postdoctoral scholars in the School of Business. The position supports student and visitor enrolment activities and delivers accurate, timely and proactive service to prospective and current students.
Responsibilities RESPONSIBILITIES Office reception and first point of contact. Responds to telephone, in-person and email inquiries and redirects when necessary.
Processes documentation required for international visiting PhD students and postdoctoral scholars, including Foreign Visitor Category Assessments (FVCA).
Advises faculty on regulations regarding visiting PhD student registration and processing.
Reviews and updates the PhD Program website and student web pages.
Maintains the booking calendar and provides meeting support to the Associate Dean.
Provides project support for AD Research and the PhD Program.
Tracks PhD student accomplishments and intellectual contributions for accreditation surveys, reporting, and newsletters.
Compiles program statistics for various reports: AACSB, Business Advisory Council, and PhD Policy Committee.
Plans and executes events and meeting arrangements, including online or in-person meeting setup, room and equipment bookings, catering quotes and orders, and calendar invites.
Provides business support to the unit as required on projects and day-to-day matters.
Oversees PhD study spaces and carrel allocations, including lockers and key distribution.
Prepares and submits arriving and departing checklists for students and visitors.
Financial Maintains up to date knowledge of University policies and procedures for financial transactions and expense claim processing.
Participates in university's offered financial training for travel and expense processing, Campus Solutions financial management, and professional development opportunities.
Prepares and processes travel and expense claims for students and the Associate Dean, including verification of supporting documents for accuracy and validity.
Maintains the program’s credit card financial activities (initiates payments, collects receipts) and conducts monthly financial PCard reconciliations.
Maintains an ongoing and annual summary of students’ claims for budget and statistical purposes.
Prepares annual Travel and Expense Account statements and distributes to students.
Assists the PhD Program Lead with the preparation of tuition remission forms.
Provides backup support to the Program Manager on all student payments.
Creates and manipulates customised Excel databases to provide reports for management use.
Collaborates with Finance Partner when required as backup for PhD Program Lead.
Student Support/Program Advising Communicates regularly with students to keep them informed of department and campus activities and updates.
Refers students to other campus resources.
Identifies and refers students at risk. Coaches students to identify problems and possible strategies and resources.
Advises students and applicants of their rights and processes under the Code of Student (or Applicant) Behaviour,



referring all affected students to the Ombudservice.
Organises and/or supports graduate student orientations, convocation and professional development workshops.
Maintains student orientation materials in Canvas (non-credit course), updating as required to ensure information is current.
Maintains knowledge of GPS policies and procedures to ensure compliance and communicates updates to students. Attends GPAC meetings.
Creates and updates various forms for student records purposes, including tracking of annual progress reports and student-supervisor guidelines completion.
Interprets and communicates Calendar regulations.
Coordinates student laptop program with IST.
Assists with processing doctoral exam paperwork when required.
Supports the students and the Associate Dean in planning and execution of the annual business research conference.
Supports the Business Doctoral Association as required for continuity and student group regulation.
Student Recruitment And Admissions Provides general program information to students, staff and the general public.
Provides comprehensive information about the application process.
Processes PhD program applications. Ensures completeness and conducts initial review to support admissions committees.
Supports specialisation representatives and admission committees in the application review process, including training on the Grad Application Portal (Slate) when required.
Calculates admission grade point averages (AGPA) from institutions around the world, converting to the U of A’s grading system using standardized weighted average calculator, for potential applicants to ensure they meet the minimum academic requirements compliance for admission.
Develops promotional materials for recruitment events and campaigns.
Prepares print, video and web materials for on-campus and off-campus recruiting initiatives.
Supports general recruitment strategies by participating in University-wide recruitment events and information sessions.
Meets with and advises prospective students on program and admission requirements.
Monitors application progress and generates statistical reports to support AACSB surveys and periodic reviews of specialisations.
Qualifications Post-secondary diploma in business or a related field.
Minimum 3 years of related experience in a large and complex organization.
Experience related to the registration, admissions and advising of students in a complex post-secondary environment is an asset.
Strong computer proficiency, including Google Suite, Word, Excel and web editing; familiarity with Grad Slate and PeopleSoft Financial and Admin (Campus Solutions) is preferred.
Ability to create and manipulate customized Excel spreadsheets, including dashboards and reports for management use.
Excellent verbal and written communication skills, including intercultural sensitivity, and highly refined people skills with a proven ability to work with sensitive and confidential materials.
A strong interest in and ability to work with individuals from diverse international, professional and academic backgrounds.
Exceptional organizational and time-management skills, with the ability to multitask and manage multiple deadlines.
Demonstrated initiative and ability to work independently with a high attention to detail and excellent record-keeping ability.
Knowledge of University of Alberta and Faculty of Graduate and Postdoctoral Studies policies and procedures is an asset.
Familiarity with Cascade Content Management System and knowledge of AACSB reporting requirements are assets.




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).
This position offers a comprehensive benefits package.
About Us The University of Alberta, its buildings, labs and research stations are primarily located on the territory of Néhiyaw (Cree), Niitsitapi (Blackfoot), Métis, Nakoda (Stoney), Dene, Haudenosaunee (Iroquois) and Anishinaabe (Ojibway/Saulteaux), lands that are now known as part of Treaties 6, 7 and 8 and homeland of the Métis. The University of Alberta respects the sovereignty, lands, histories, languages, knowledge systems and cultures of all First Nations, Métis, and Inuit.
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 .
At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.
We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and secure to express their thoughts, perspectives and concerns.
The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.
L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.
About The Team The Alberta School of Business is one of the world’s leading institutions for business education and research. As the first and longest continually accredited business school in Canada, it is also one of the country’s largest, with 70 faculty members, 2,100 undergraduate students, and 950 graduate students. Since its inception in 1916, the school’s innovative thinking, entrepreneurial spirit, and leadership have shaped communities and businesses around the world. With a vision to develop and inspire entrepreneurial leaders from Alberta for the world, the School excels in research, teaching, and external engagement.

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📌 PhD Program Coordinator (Alberta)
🏢 University of Alberta
📍 Alberta