Job Summary

The Coordinator, Academic Affairs & Operations at the Cumming School of Medicine (CSM) is a critical administrative leadership role focused on faculty lifecycle management. Operating as a “Faculty Success Architect,” you will oversee the administrative engine for over 500 academic staff and 4,000 Clinical/Adjunct/Research members. This role requires the “wit” to navigate complex Tenure and Promotion (T&P) protocols and the “grit” to manage a high volume of sensitive documentation across 20 distinct medical departments.

Job Details

Employer: University of Calgary (Cumming School of Medicine).
Classification: AUPE Operational/Administrative Job Family, Phase 3.
Position Type: Full-time Regular (Flexibility for 0.8–1.0 FTE).
Location: Calgary, AB (Foothills Campus).
Application Deadline: March 26, 2026.

Key Responsibilities: The Faculty Lifecycle

You are responsible for the “cradle-to-retirement” administrative support of the medical school’s academic workforce.

Appointment Management: Coordinate the appointment and reappointment processes for a massive pool of clinical and adjunct members.
Tenure & Promotion (T&P): Provide administrative backbone for the promotion process, ensuring all documentation is complete and uploaded to SharePoint for committee review.
Performance Assessment: Support the Academic Performance Assessment (APA) cycle, ensuring faculty leaves and merit reviews are processed accurately.
Forms Initiation: Act as the department’s primary initiator for People and Culture forms, including Job Opening Requests (JORs) and Offer Letter Requests.
Database Stewardship: Maintain the integrity of the School’s database, inputting critical data related to all CSM academic appointments.

Candidate Profile & Qualifications

The “Academic Affairs Specialist”: Undergraduate degree required with 3–5 years of progressive administration experience, ideally in a post-secondary or medical environment.
Procedural Wit: In-depth knowledge of University of Calgary policies, specifically those governing academic careers and clinical appointments.
Technical Mastery: Strong proficiency in PeopleSoft and SharePoint is considered a significant asset for managing complex records and automated workflows.
Operational Grit: Exceptional attention to detail and a professional work ethic focused on maintaining confidentiality with highly sensitive personnel data.

Technical Insights: The Medical Faculty Structure

In a medical school, the faculty structure is more complex than in traditional academic units due to the integration of clinical practitioners.

The Clinical/Adjunct Stream: Unlike tenure-track professors, clinical members often have primary roles within Alberta Health Services (AHS). You will manage the “Dual-Appointment” administrative nuances that ensure their academic status is maintained.
Promotion Milestones: You will help faculty navigate the transition from Assistant to Associate Professor and beyond, a process governed by rigorous peer-review and specific clinical metrics.
Workflow Automation: You will utilize templates and digital document management systems to handle the high volume of correspondence and result letters generated by 20 different departments.

Diversity and Statistics at UCalgary

The University of Calgary and the Cumming School of Medicine are committed to “Inclusive Excellence” and providing transparent data on their workforce diversity.

CSM Demographics: The Cumming School of Medicine actively tracks gender and racial representation. For example, recent institutional reports indicate that women make up approximately 40–45% of associate-level faculty, with ongoing efforts to bridge the gap at the full-professor level.
Visible Minorities: In line with Calgary’s multicultural population (where 36% identify as visible minorities), UCalgary encourages applicants from racialized groups to help the staff reflect the community they serve.
The Confidence Gap: Research shows that women, Indigenous peoples, and persons with disabilities are less likely to apply unless they meet 100% of qualifications. UCalgary explicitly invites you to apply if you meet most of the criteria.
Indigenous Strategy (ii’ taa’poh’to’p): With oversight from 18 Elders, the university integrates Indigenous perspectives into its policies. At CSM, this includes supporting the Indigenous Health Dialogue and ensuring academic appointments reflect a commitment to cultural competency.

Job Description

Do you believe that the backbone of a great medical school is a meticulously managed faculty? The University of Calgary is seeking a Coordinator, Academic Affairs & Operations to join the Cumming School of Medicine. We aren’t just “processing paperwork”; we are the stewards of the careers of 4,500 experts who are training the next generation of doctors and researchers. If you have the “grit” to manage thousands of appointments and the “wit” to master PeopleSoft and academic policy, you belong here.

In this role, you are a “Career Facilitator.” You understand that behind every promotion and appointment is a professional milestone. Your goal is to provide “Excellence in Academic Administration,” ensuring that the CSM remains a top-tier destination for medical talent. We look for “Integrity-first” individuals who are collaborative, professional, and ready to contribute to Canada’s most entrepreneurial university.

Joining UCalgary means joining a world-class research institution in a city defined by innovation. We offer a sophisticated professional environment where your expertise in academic affairs will have a direct impact on the success of 20 departments. If you are a seasoned administrator with a commitment to “Accuracy and Institutional Integrity,” we invite you to apply by March 26, 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.