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Job Description

We are seeking a detail-oriented and reliable Part-Time Academic Operations Assistant to support the day-to-day academic and administrative processes of the Year One Foundation Program (YOFP) and will be required to be detail-oriented and reliable.

This role is central to ensuring accuracy, efficiency, and smooth delivery of academic operations. The Academic Operations Assistant will support foundational data preparation, academic monitoring, course registration and coordination, and related operational tasks. This is an ideal role for a candidate who is highly organised, proficient in data management, and comfortable working within structured academic systems.

Kaplan International Pathways has equity, diversity, and inclusion as core values. We welcome applications from suitable candidates whatever their background, and especially from women and those who identify as Indigenous and minority ethnic who are underrepresented in our workforce at this level.

Key Responsibilities

1. Academic Data Preparation & Reporting

• Prepare, clean, and maintain foundational academic data

• Support term-level academic tracking and reporting

• Compile and summarize attendance records

• Maintain and update student gradebooks accurately

• Prepare structured tables, reports, and dashboards for internal and faculty use (Excel-based)

2. Academic Monitoring Support

• Conduct routine academic checks, including enrollment verification, GPA tracking, and course load reviews

• Identify missing records, inconsistencies, errors and flag issues promptly

• Support early alert processes for students at academic risk

• Assist with cohort-level reporting and progress monitoring

3. Registration & Course Coordination

• Course registrations

• Prepare registration-related data summaries and documentation

• Support program progression tracking and maintain accurate records of student academic standing

Qualifications

• Strong attention to detail with a commitment to accuracy and data integrity

• Advanced proficiency in Microsoft Excel (including formulas, filtering, sorting; pivot tables preferred)

• Basic programming or scripting skills (e.g., Python, R, VBA, or SQL) are considered an asset, particularly for automating data handling, reporting, or academic tracking tasks

• Comfortable working with structured academic records and large data sets

• Strong organizational, time management, and problem-solving skills

• Ability to handle confidential student information with discretion

• Experience in data management, academic administration, or operational support preferred

• Excellent teamworking and professional communication skills

• Must be authorized to work in Canada

Physical Requirements

• Sitting

• Standing

• Walking

• Climbing

• Lifting up to 50+ pounds

• Pulling

• Pushing

• Carrying

• Grasping

• Reaching

• Bending

• Visual Acuity

• Color Determination

• Speaking

• Listening

Working Structure

• Part-time 8-12 hours per week (flexible based on academic cycle)

• Hours may increase during peak registration or reporting periods

• Work schedule to be coordinated with the Academic & Operations Coordinator

Location and start date

This is a part-time continuing role based on site at the North Campus of the University of Alberta in Edmonton. Ideally the candidate will need to be available to start in March 2026.

What We Value

• Reliability and consistency in all tasks

• Precision in handling data and academic records

• Professional and clear communication with colleagues.

• Initiative in identifying issues and suggesting solutions.

• A structured and calm academic operation.

Application Process

To apply for this role, please submit your resume (CV) and a cover letter. Please ensure your cover letter demonstrates how you meet the requirements of the role.

About the Year One Foundation Program - University of Alberta

The University of Alberta's Foundation Program is a joint educational partnership between Kaplan International Pathways Canada and the University of Alberta that commences with a first intake in January 2025. The University of Alberta is a Top 100 ranking world university and is situated in Edmonton, Alberta. The Foundation Program ('Program') offers international students who do not meet direct entry requirements, an opportunity to gain admission to the University after successfully completing the 3-term (1-academic year) Foundation Program which consists of ten (10) 3-credit courses which count toward the first complete year of a Bachelor's Degree, as well as non-credit bearing classes designed to supplement course or skill gaps and set students up for successful post-secondary studies ongoing at the University.

The Program is supported by Kaplan staff, starting at the point of attraction and recruitment, right through to completion and progression from the program. University instructors teach credit-bearing courses and Kaplan manages all operational aspects of the program as well as provides supplemental learning, well-being, and community building services to enrolled students. The students are University of Alberta students from day one.

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Kaplan lnternational is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity. If you require any adjustments or additional support within the recruitment process, please contact us directly.