Employment Type: Full-Time, Permanent
Location:
Vancouver, BC (Hybrid)
Reports To:
Executive Director, Academic Operations and Initiatives
Application Requirement: Cover Letter
Primary Purpose
Under University Canada West’s (UCW) organizational structure, the Scheduling Specialist reports to the Executive Director, Academic Operations and Initiatives and plays a critical role in supporting academic scheduling, enrollment planning, and classroom utilization across all UCW programs.
The Scheduling Specialist is responsible for the development, maintenance, and optimization of the university’s academic schedule through data analysis, enrollment monitoring, and strategic planning. Working collaboratively with Registrar Office, Deans’ Offices, and other university stakeholders, the incumbent supports the creation of student-centered schedules that facilitate timely program completion, maximize classroom utilization, and align with institutional priorities.
The role is responsible for managing course scheduling and setup within the MyUCW portal, monitoring enrollment trends, supporting course rotation planning, and making informed recommendations regarding course offerings, section management, and resource allocation. The Scheduling Specialist also serves as a key resource for students, faculty, and staff by providing scheduling-related support, resolving scheduling issues, and ensuring the accuracy and integrity of scheduling and enrollment data.
Through continuous analysis, reporting, and process improvement, the Scheduling Specialist contributes to effective academic operations, strategic capacity planning, and the delivery of a high-quality student experience.
Specific Responsibilities
Scheduling Planning, Analysis, and Optimization
- Develop, maintain, and optimize the university’s academic schedule using data-driven decision-making.
- Analyze historical and current student enrollment patterns, registration trends, course demand, retention indicators, and utilization data to support scheduling recommendations.
- Collaborative with Executive Director to develop scheduling strategies that maximize student access to required courses, support timely program completion, and optimize classroom utilization.
- Monitor course enrollment activity and make recommendations for opening, closing, consolidating, or adding course sections based on student demand and institutional priorities.
- Coordinate classroom assignments and scheduling of instructional spaces to ensure efficient utilization of university resources while meeting program, faculty, and student needs.
- Participate in the development and implementation of term-based rotation plans to ensure appropriate course availability and progression pathways for students across all academic programs.
- Support long-term academic scheduling and capacity planning by identifying trends, forecasting future scheduling requirements, and providing analytical reports to leadership.
Course Scheduling and Portal Management
- Work with academic departments, Deans’ offices, and other stakeholders in all phases of course scheduling, including course creation, section planning, room assignments, and timetable development.
- Configure, maintain, and monitor course offerings within the MyUCW portal and related systems, ensuring accurate setup of courses, sections, delivery modes, faculty assignments, reserved seats, prerequisites, tuition information, and other scheduling attributes.
- Continuously review student registration activity and enrollment data to make informed recommendations regarding course publication, scheduling adjustments, and section management.
- Exercise sound judgment when publishing, modifying, or managing course offerings to ensure alignment with institutional policies, student demand, academic planning requirements, and operational capacity.
- Audit course information against the university calendar, curriculum records, and approved academic documentation to ensure accuracy and compliance.
- Participate in the implementation, testing, and ongoing optimization of scheduling and academic planning software solutions.
Student and Faculty Support
- Serve as a primary point of contact for scheduling-related inquiries from students, faculty members, Deans, and staff.
- Provide support regarding course schedules, room assignments, registration timelines, course availability, and academic scheduling processes.
- Investigate and resolve scheduling conflicts, escalating complex issues as appropriate.
- Communicate schedule updates, changes, cancellations, room reassignments, and related information to students, faculty, and other stakeholders in a timely manner.
- Collaborate with Registrar Office, Deans’ Offices, and other university stakeholders to address scheduling concerns and improve the overall student experience.
Data Management, Reporting, and Continuous Improvement
- Maintain accurate scheduling, enrollment, faculty assignment, and classroom utilization data within university systems.
- Develop, generate, and maintain reports, dashboards, and statistical analyses related to course scheduling, enrollment management, room utilization, and academic operations.
- Track and document scheduling changes and maintain comprehensive records to support reporting, auditing, and operational planning.
- Create and enhance methods for data collection, monitoring, and reporting to support evidence-based decision-making.
- Monitor scheduling effectiveness, identify trends and improvement opportunities, and recommend process enhancements to support institutional goals.
- Contribute to space planning initiatives, scheduling procedures, policy reviews, and the development of best practices for academic scheduling and resource management.
Other
- Demonstrate a commitment to continuous learning, professional development, and service excellence.
- Participate in cross-functional projects and university initiatives as required.
Perform other related duties as assigned.
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Position Requirement
Competencies
- Excellent interpersonal, communication, and relationship-building skills, with the ability to communicate effectively and diplomatically with students, faculty, academic leaders, and staff both orally and in writing.
- Advanced proficiency in Microsoft Office Suite, particularly Excel, including data analysis, reporting, and dashboard creation.
- Proficiency in student information systems (SIS), scheduling platforms, and learning management systems.
- Strong analytical and quantitative skills with the ability to interpret enrollment, registration, scheduling, and utilization data to support operational and strategic decision-making.
- Demonstrated ability to manage complex scheduling processes, balance competing priorities, and optimize resource allocation.
- Ability to quickly learn, adapt to, and effectively utilize new technologies, software applications, and institutional systems.
- Strong organizational and project coordination skills with exceptional attention to detail and accuracy.
- Service-oriented mindset with a commitment to providing high-quality support to students, faculty, and university stakeholders.
- Ability to establish and maintain collaborative working relationships across multiple departments and levels of the organization.
- Experience handling sensitive and confidential information with professionalism, discretion, and sound judgment.
- Strong critical thinking, problem-solving, and decision-making abilities.
- Ability to work independently and collaboratively in a fast-paced environment while managing multiple priorities and meeting deadlines.
Demonstrated commitment to continuous improvement, process optimization, and operational excellence.
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Education and Experience
- Bachelor’s degree in business administration, Education, Higher Education Administration, Data Analytics, Information Systems, or a related field.
- Minimum of two to three years of experience in academic scheduling, enrollment management, academic operations, student services, registrar’s office operations, or a related administrative role in a post-secondary environment.
- Experience working with student information systems, scheduling software, enterprise resource planning (ERP) systems, or equivalent institutional platforms.
- Demonstrated experience analyzing data and preparing reports to support operational planning and decision-making.
- Knowledge of course scheduling, academic planning, registration processes, and enrollment management practices within a post-secondary institution is highly desirable.
- Experience with classroom utilization planning, resource allocation, or academic timetable development is considered an asset.
- Advanced proficiency in Microsoft Excel and other reporting or data visualization tools.
- An equivalent combination of education, training, and experience may be considered.
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