Description
The Undergraduate Science Centre in the Faculty of Science is currently seeking a Full-time Temporary Relief Scheduling Specialist for approximately 12 months.
The Scheduling Specialist reports to the Manager, Undergraduate Student Experience and the works closely with Associate Dean, Undergraduate Programs and Student Affairs and within the Undergraduate Administrative team to support timetabling and enrolment management in the Faculty of Science. The incumbent will work within guidelines and frameworks, however, will be required periodically, to exercise judgment and decision-making around interpretations and applications of these, which can have a major impact on both student and program success. The incumbent understands fully the impact that their decisions will have on the programs and students. Strong organizational, analytical and problem-solving skills are required in order to deal effectively with complex tasks and issues. This position deals with routine and complex issues, providing advice and guidance to faculty members, and staff.
Summary of Key Responsibilities (job functions include but are not limited to):
Timetabling & Enrollment Management Support:
- Operate as an expert resource to the Associate Head (Undergraduate) of the multiple Departments and Programs within the Faculty of Science with significant oversight of timetable management and submission from onset to completion.
- Use a thorough knowledge of all undergraduate and graduate science program degree requirements as detailed in the University of Calgary calendar recommends course offering schedules that best support the faculty and students.
- Responsible for independently providing solutions and recommending changes to offerings; including in-depth analysist required in determining these recommendations.
- Recommend and initiate changes to improve the timetabling operations for the Faculty of Science.
- Review and resolve, when possible, course offerings within the Faculty of Science including reserve capacities, requisites, low enrollment courses, and scheduling conflicts (particularly for multi-disciplinary programs).
- Main point of contact with central Scheduling on all matter related to timetabling.
- Provide guidance to the Associate Head and Program Directors and advises on setting strategic enrollment capacities based on estimated demand and projected enrollment trends order to help departments maximize resource efficiency and meet student demand.
- Ensure timely production of an accurate schedule of undergraduate and graduate science courses each year for Fall/Winter and Spring/Summer.
- Provide guidance to Undergraduate Administrative Coordinators on data entry requirements for timetabling.
- Identify any anomalies or problems with the items listed above.
- Use judgement and creativity to make recommendations for potential solutions. As an escalation point and to ensure they are kept informed, ensure that issues are promptly brought to the attention of the Team Lead
Academic Calendar:
- Assist the Associate Dean with the yearly calendar submission, including receiving and reviewing information from the Faculty for calendar changes to courses and programs, preparing and submitting documentation to the various areas for faculty approvals; compiling a yearly summary of all calendar changes, ensuring the change rationale is accurately captured.
Reporting and Other Support:
- Maintain and evolve reports and data queries utilizing report building tools such as PeopleSoft Query, and PowerBI and present information in a clear and cohesive manner.
- Support the Manager, Undergraduate Student Experience, Associate Dean (Undergraduate Programs and Student Affairs), department Associate Heads and Program Directors in making decisions related to undergraduate course management by pulling data from reporting systems (e.g. PeopleSoft, and PowerBI ) and providing analysis and recommendations.
- Provide leadership in the team to analyze, manipulate and evaluate data as related to timetabling and enrollment management of Faculty of Science courses.
- Work with the team to manage a high-volume email account and respond quickly and accurately to faculty inquiries, during peak periods.
- Act as a resource to departmental Associate Heads and Program Directors in training and developing job aids.
- Research timetabling best practices and provide recommendations on process improvement.
- Support the Faculty of Science on institutional changes and system upgrades.
- Support exams, course evaluations and grade submissions and changes during peak periods.
- Develop rapport with faculty and campus staff to create and maintain open and collaborative relationships.
- Foster and maintain cooperative and trusting relationships with Enrolment Services and other student affairs and service offices across campus in order to provide seamless and efficient student support processes.
- Liaise with various faculties and units across the university to facilitate implementation of new or improved business processes.
- Adhere to all university policy and regulatory requirements, including FOIP legislation.
- Identify professional development needs and skill priorities; continues own personal development, learning and training; keeps current with post-secondary developments.
- Participate in cross-training to assist in other areas when needed and to meet undergraduate student support priorities.
- Make recommendations regarding timetabling, enrolment management, the academic calendar, and reporting that may influence policy, procedures, or plans.
Qualifications / Requirements:
Required:
- A four-year undergraduate bachelors degree is required.
- 3-5 years' experience in student affairs and/or administering and managing program calendars and timetabling.
- Advanced computer skills including MS Office Suite (including a high level of expertise in Excel, Word, Outlook, and PowerPoint.).
- Proficiency in PowerBI or other data management tools.
- Proven reporting preparation expertise and data analysis.
- Experience working in a large, dynamic team with proven personal effectiveness and productivity and high attention to detail.
- Excellent interpersonal and communications skills.
- Exceptional organizational, analytical, and problem-solving skills with a high attention to detail.
- Ability to be resourceful, to think critically and creatively under pressure while exercising good judgement and discretion.
- Ability to work independently while adhering to tight timelines, maintain confidentiality and must have the ability to be flexible, while managing a heavy workload during peak periods.
Asset:
- Previous experience with PeopleSoft or Banner (Student Administration).
- Previous experience with Sharepoint, and Qualtrics.
- In-depth knowledge of academic calendar including the ability to interpret policies, procedures and regulations. Knowledge of university policies and procedures associated with the portfolio supported.
- Knowledge of the Freedom of Information and Protection of Privacy Act.
- Ability to build relationships to accomplish goals with diverse groups within and outside of the Faculty of Science essential.
Application Deadline: June 9, 2025
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 2.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
