Scheduling Coordinator

Staff - Union CUPE 2950 CUPE 2950 Salaried - Classroom/Exam Coord 4 (Gr8) Scheduling Coordinator Operations | Scheduling Services | Scheduling, Records and Systems Management | Enrolment Services $4,739.00 - $5,102.00 CAD Monthly November 28, 2024 Mar 31, 2026 Job Description Summary

This position is responsible for providing a variety of Scheduling Services support at UBC Vancouver campus. Scheduling Coordinator provides support for processes and inquires which include course and examination (final exams, Distance Education, Standing Deferred & Supplemental) timetable development, making ad hoc (internal/external) classroom bookings using Student information system and scheduling automated system and organization of DE, SD & S exams. Develops and provides training sessions to faculty and staff in the processes and procedures at UBC Vancouver and use of student system. Responsible for the maintenance and preparation of various statistical reports, manuals and promotional materials as required. Responsible for generating and analyzing scheduling reports to ensure efficient use of space. Resolves the more complex scheduling issues as required. This position s duties will be performed on a rotational basis with other team members depending on the cycle of each main area of responsibility.

Organizational Status

This position reports to the Manager, Scheduling Services and receives direction from Scheduling Supervisor. Maintains close contact with Enrolment Services staff in Okanagan to ensure consistent service delivery. The individual interacts with other administrative staff in the Faculties, Continuing Studies, Student Housing and Hospitality, Student Development, AMS and external vendors in relation to scheduling issues. Maintains close contact with the administrative and faculty units at UBC. Interacts on a continuous basis with students and liaises with the Centre for Teaching, Learning and Technology, and Access and Diversity. This position liaises with UBC Campus Security, Custodial and Secure Access Services, RCMP and the Fire Department. Interacts with Student Financial Services on fee and payment related issues as well as payroll for invigilators. Liaises with other institutions and organizations to arrange for UBC students to write exams.

Work Performed

1. Provides information and scheduling services to faculty, staff, students and the general public by:

• Providing direction, guidance and information to faculty, staff and students. Service areas include course and exam scheduling, internal and external ad hoc room bookings, Distance Education and Standing Deferred and Supplemental exam administration

• Oversees the overall workflow of the University s course scheduling, classroom scheduling, exam scheduling, and ad-hoc room booking.

• Creates, prepares, and coordinates the University s overall course schedule, including developing standard timetable and allocating general teaching space in accordance with the priorities set out by the Scheduling Services.

• Creates, prepares, and coordinates the University s overall exam schedule, including the schedule for formal exam, external exam, and ad-hoc exam. Performs detailed analysis of student registration, course distribution, academic and departmental requirements for each exam period. Assigns examination space in accordance with the priorities set out by the Scheduling Services.

• Responding to enquiries by phone, mail and email

• Acting as a resource person and referring students to the appropriate faculty, department, or service office as required

• Keeping current on changes to policies and procedures related to Scheduling Services /Enrolment Services processes.

• Organizing and coordinating exam invigilators and exam centres by gathering information from students, faculty and units. Ensures hours and invoices are submitted to Payroll

• Working collaboratively with various departments to collect data and resource requirements for all examinations (final exams, DE and SD&S exams) and course scheduling at UBC Vancouver

• Processing rental agreement contracts, calculates fees and performs billing, collects payments and proof of insurance

• Coordinating the after-hours locking/unlocking of buildings for events by communicating with Custodial Services and Secure Access Services.

2. Trains faculty and staff in the processes and procedures at UBC Vancouver and the use of student and scheduling systems by:

• Developing and delivering training to faculty and staff members in the use of the student systems. Systems may include Student Information System and automated scheduling system

• Guiding students, staff and faculty on all aspects of the Student information system and scheduling system and how to use the systems.

• Trouble-shooting problems arising from scheduling process as reported by department staff or faculty.

3. Provides support for scheduling and student systems by:

• Resolving course and exam scheduling system errors

• Troubleshooting scheduling software as required. Must have sound knowledge of systems methodologies in order to communicate system issues clearly to both end users and technical (IT) staff.

• Conducting system reviews and/or audits for quality improvement purposes and participates in the regular evaluation of the scheduling process

• Working collaboratively with the Information Technology Services department to ensure that technical requirements are met

• Testing system enhancements and upgrades: analyzing individual process components, identifying problem areas, recommending business process improvements, coordinating testing activities, and reporting on results

4. Performs duties related to the qualifications and requirements of the position

Consequence of Error/Judgement

Errors made impact data and information provided to other units; and could disrupt operations. Errors in decision-making could result in double room bookings, loss of a booking, inefficient use of rooms, and could result in disruption of core academic activity, and disruption of high profile Conferences and other sensitive events, thereby jeopardizing the reputation of Enrolment Services, and/or the University, and/or damaging relations between its internal units. Errors in decision-making could result in poor public relations and lost revenue to the University. The responsibilities of this position facilitate successful student learning outcomes and experiences through the effective delivery of exams and support services. Errors in decision-making or judgment, poor communication, untimely and ill-advised support have the potential for significant disruption to academic pursuits. Scheduling errors, poor room assignments, inaccurate feedback or interpretation of data, delays in processing requests, inequitable exam schedules may all negatively impact the overall student and impede academic objectives and strategic goals of the institution. Errors made reflect negatively on the reputation of Scheduling Services, Enrolment Services, the Registrar and the University and/or damage relations between its internal units, create potential for legal action and cause lost revenue to UBC.

Supervision Received

The position works independently according to Scheduling Guidelines and standard procedures under the minimal supervision of the Scheduling Supervisor and Manager, Scheduling Services matters involving policy interpretation may be referred to, or require consultation with, the Manager, Scheduling Services.

Supervision Given

This position may supervise temporary staff, students, and/or volunteers. Formally trains new staff on work procedures and processes.

Minimum Qualifications

• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

High School graduation and Post-secondary education and4 years relevant experience or the equivalent combination of education and experience(preferably within a University environment) or a student/customer services-related function, with a strong emphasis on systems and data analysis.

• Previous booking and scheduling experience required, preferably in course, curriculum or facility scheduling.

• Demonstrated ability to take initiative, prioritize tasks and meet deadlines.

• Effective oral and written communication skills, including the ability to interact effectively and diplomatically with students, staff, faculty and the general public in tense and stressful situations.

• Ability to multi-task, meet deadlines and maintain a high level of accuracy in a high volume, fast-paced environment.

• Ability to research, study, learn, problem solve, resolve conflicts, and employ mature judgment.

• Ability to provide a high level of customer service, to respond with tact and diplomacy to user complaints and or suggestions, and to resolve conflicts that arise from scheduling.

• Ability to prepare operating and statistical reports, to keep accurate records and archives.

• Ability to work both independently and as a team member.

• Computer experience required, including proficiency in MS Office

• Ability to provide on-the-job training and orientation and to plan, schedule and review the work of other employees who may assist the Scheduling operation to effectively meet deadlines.