Scheduling and Examinations Advisor

2 months ago

Hamilton, Canada McMaster University Full time

**Schedule**

These seasonal roles work approximately 12 weeks a year with intermittent seasonal leaves. One role works between February and December and the second works between March and December.

Monday - Friday, 35 hr/wk, 8:30 am - 4:30 pm
Some evening work required

**Education Level**
3 year Community College diploma in a related field.

**Career Level**
3 years of relevant experience.

**Department Summary**:
The Office of the Registrar proudly supports McMaster University’s academic mission through the creative, efficient provision of core administrative student services and the support of staff and faculty across all areas of the university community. Our work in supporting the student experience reaches from initial contact with prospective students through the celebrations of convocation. We are a smart, collaborative staff of over 100, spread across 8 departments: Student Services, Aid & Awards, Student Recruitment, Undergraduate Admissions, Student Records & Systems, Scheduling & Examinations, Student Communications and Central RO Administration.

In the Scheduling & Examinations department, we create optimal undergraduate course schedules and process academic room booking requests that balance the needs of students, faculty and programs. We schedule and administer undergraduate final and deferred exams and proctor exams from other institutions. **We are currently looking to hire two Seasonal Scheduling & Examinations Advisors that will provide top notch service and use a variety of specialized skills to promote and support the overall strategic plan of the Office of the Registrar. **The ideal Scheduling **& Examinations Advisor is a creative, critical thinker. They are someone who excels at solving puzzles and problems; that can spot patterns and anomalies in data; a “big thinker” who is able to visualize and choose the best scenario from ever-changing alternatives.**

**Job Summary**:
Responsible for providing assistance to the Scheduling and Examinations Officers to support scheduling, rooming, and administration of all undergraduate courses and examinations, including special accommodations for students and instructors.

**Purpose and Key Functions**:

- Prepare undergraduate course and examination timetables based on standard criteria and guidelines given by other staff.
- Identify scheduling conflicts, provide intermediate solutions before escalating to the attention of other staff.
- Review and recommend system and procedural changes related to relevant databases, queries, and reports.
- Translate enrolment requirements and categories into code and troubleshoot problems experienced by students, staff, and faculty.
- Participate in the implementation and testing of new software including release updates.
- Identify errors, conduct fit and gap analyses, and develop recommendations for improvement.
- Provide support and advice for administering undergraduate course and examination scheduling activities by monitoring and recommending changes to course enrolment controls, category codes, course requisites, and other scheduling information such as rooms, instructors, and course and academic program constraints.
- Write a variety of documents including, but not limited to, procedure manuals and correspondence.
- Create and populate spreadsheets to track and maintain information pertaining to examinations and scheduling.
- Respond independently to inquiries that are specific in nature and require a thorough knowledge of established departmental policies and procedures.
- Exchange academic and administrative information with others.
- Provide scheduling and examination advice to others.
- Plan, coordinate, and deliver training sessions on relevant data collection, procedures, and policies.
- Create, update, and maintain databases to input, track, and retrieve information.
- Participate in monitoring examinations.
- Input financial and other information required to process payroll for exam invigilators.
- Provide support for the preparation and administration of convocation by posting sinage, identifying special needs seating, and staffing the administration desk during convocation.
- Report classroom deficiencies to the appropriate area offices for resolution.

**Assets**:
**Additional Information**:
Required to work shifts including Saturdays during the final examination period in December and April based on the university sessional dates. Also, required to work shifts during the week for the February and June deferred examination periods.

**How To Apply**

**Employment Equity Statement**

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Pur

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