Job Summary

The Graduate Process Analyst within the Faculty of Graduate Studies (FGS) at the University of Calgary is a high-level strategic role focused on operational excellence. Operating as a “Workflow Optimizer,” you will lead initiatives to streamline the academic and administrative journey for graduate students. This role requires the “wit” to navigate complex ERP systems like PeopleSoft and the “grit” to lead cross-functional change management across diverse university departments.

Job Details

Employer: University of Calgary (Faculty of Graduate Studies).
Position Type: Full-time, Limited Term (Approx. 12 months).
Classification: AUPE Specialist/Advisor Job Family, Phase 3.
Reporting to: Manager, Graduate Process & System Improvement.
Application Deadline: March 27, 2026.

Core Responsibilities: Systems & Strategy

You will serve as the bridge between academic needs and technical implementation to enhance the “Target State” of graduate services.

Process Optimization: Partner with Graduate programs to assess current workflows, identifying bottlenecks in student registration, funding, or defense scheduling.
Requirements Engineering: Facilitate focus groups and interviews to gather comprehensive requirements. You will create the technical documentation used by developers to implement solutions within PeopleSoft.
Target State Modeling: Develop detailed process maps and workflows that visualize optimized administrative paths.
Digital Transformation: Utilize the MS Power Platform to develop and implement automated flows that replace manual, paper-based tasks.
Liaison & Communication: Act as the primary point of contact between IT, the Registrar, and teaching faculties to ensure shared understanding of implementation plans.
Change Management: Lead the rollout of new processes, providing the training and support documentation necessary to ensure long-term user adoption.

Candidate Profile & Qualifications

The “Lean Practitioner”: Minimum of an undergraduate degree (Master’s preferred) with required certification in Lean Methodology, Business Analysis, or Change Management (e.g., Prosci).
Technical Wit: Highly proficient in Process Mapping (BPMN) and technical documentation for ERP environments.
Experience Grit: 5+ years of experience in organizational change or process improvement within a complex, multi-stakeholder environment.
Tools: Expertise in MS Power Automate, Power BI, and collaborative workshop facilitation.

Technical Insights: The Higher-Ed Process Framework

Optimizing a Graduate Faculty requires balancing academic rigour with administrative efficiency.

SIPOC Analysis: You will likely use the SIPOC (Suppliers, Inputs, Process, Outputs, Customers) model to define the scope of graduate services before deep-diving into process maps.
The PeopleSoft Ecosystem: At UCalgary, PeopleSoft handles complex student records. Your role is to ensure that the “Business Logic” of a graduate program (like candidacy requirements) is accurately translated into the system’s “Technical Logic.”
Agile Change Management: Rather than a “Big Bang” rollout, you will likely employ iterative improvements, using feedback loops to refine workflows after they go live.

Diversity and Statistics at UCalgary

The University of Calgary provides transparent data regarding its commitment to a representative workforce and student body.

Workforce Representation: According to the university’s recent EDI reports, UCalgary identifies “Designated Groups” based on federal standards. In the Calgary area, visible minorities represent approximately 36% of the population, and the university actively seeks to mirror this diversity in its Specialist/Advisor roles.
The Confidence Gap: Research cited by the university indicates that while men often apply for roles when meeting 60% of criteria, women and racialized minorities may wait until they meet 100%. UCalgary explicitly encourages application if you meet most qualifications.
Indigenous Strategy (ii’ taa’poh’to’p): The university supports a culturally competent campus for the approximately 50,000 Indigenous people in the Calgary region. This includes oversight from 18 Elders to ensure Indigenous perspectives impact administrative policy.
Disability & Accessibility: The university tracks accessibility needs and provides accommodations at every stage of recruitment to support the approx. 22% of Canadians living with at least one disability.

Job Description

Do you believe that behind every successful researcher is a seamless administrative system that allows them to focus on discovery? The University of Calgary is seeking a Graduate Process Analyst to join the Faculty of Graduate Studies. We aren’t just “fixing forms”; we are architecting the future of the graduate student experience. If you have the “grit” to lead a complex organizational change and the “wit” to master the Power Platform, you belong in the Dean’s Office.

In this role, you are a “Process Pioneer.” You understand that efficiency in the Faculty of Graduate Studies directly impacts the university’s research output and student well-being. Your goal is to provide “Excellence in Operational Design,” ensuring that our administrative workflows are as innovative as our academic programs. We look for “Integrity-first” professionals who thrive on collaboration and are ready to contribute to Canada’s most entrepreneurial university.

Joining UCalgary means joining a top-tier research institution in one of the world’s most livable cities. We offer a sophisticated, professional environment where your expertise in Lean and Business Analysis will be the catalyst for meaningful change. If you are a seasoned analyst with a commitment to “Continuous Improvement and Inclusive Excellence,” we invite you to apply by March 27, 2026.

University of Calgary: Daring to Imagine “Ahead of Tomorrow”

The University of Calgary (UCalgary) is defined by a culture of entrepreneurial spirit, audacity, and “can-do” Western energy. As one of Canada’s top five research universities, its mission—codified in the “Ahead of Tomorrow” strategic plan—is to tackle “wicked” societal challenges through transdisciplinary innovation. The workplace culture is rooted in collegiality and respect, emphasizing that “curiosity-driven investigation” thrives best in an inclusive environment. UCalgary moves with the speed of a startup but the responsibility of a public institution, fostering a “Living Lab” ecosystem where students and faculty are encouraged to be “pioneers at heart.”

The UCalgary footprint is a massive, multi-campus network that mirrors the diversity of the Alberta landscape:

Main Campus (NW Calgary): Spanning over 200 hectares, this is the university’s vibrant heart. It features the Taylor Family Digital Library, one of North America’s most technology-rich hubs, and the Taylor Institute for Teaching and Learning, a pioneer in pedagogical research.
The Olympic Oval: A legacy of the 1988 Winter Games, this iconic facility is known for having the “Fastest Ice on Earth” and serves as a premier high-performance training center for athletes globally.
Foothills Campus: Located south of the main site, this is the epicenter of health innovation, home to the Cumming School of Medicine and the Faculty of Veterinary Medicine, adjacent to the Foothills Medical Centre.
Downtown Campus: Situated in the heart of Calgary’s business district, this campus connects the university with industry leaders, offering professional programs and hosting the Haskayne School of Business executive education.
Spy Hill Campus: Located in northwest Calgary, this campus supports specialized research and clinical training for the Faculty of Veterinary Medicine.

Working or studying here means being part of a top 100 global university for entrepreneurs. Whether you are engaging with Calgary’s business core or conducting genomics research, the experience is defined by the university’s commitment to “ii’ taa’poh’to’p”—its Indigenous Strategy—walking a parallel path toward truth and reconciliation while building a sustainable future.

To apply for this job please visit careers.ucalgary.ca.