Records & Scheduling Assistant

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 3 (Gr6)
Job Title
Records & Scheduling Assistant
Department
Student Support | School of Nursing | Faculty of Applied Science
Compensation Range
$4,449.00 - $4,676.00 CAD Monthly
Posting End Date
September 23, 2024
**Note**: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Oct 20, 2025
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Description Summary
The Records & Scheduling Assistant oversees and executes the overall workflow for course scheduling, classroom scheduling, and exam scheduling for all graduate & undergraduate courses at the School of Nursing (SoN).
In addition, the incumbent works closely with the BSN Progressions Committee & Student Services Team to identify progressions issues in the undergraduate program. This role liaises with a number programs and administrative units within the School of Nursing, the Faculty of Applied Science, and UBC.
Organizational Status
Reports to the Manager, Student Support Services and receives direction from the Associate Directors of Undergraduate and Graduate Programs. Works with faculty, staff, and students in Nursing. Liaises with Enrolment Services, other UBC administrative and student support units, BC College of Nursing Professionals, and other nursing workforce regulatory agencies.
Work Performed
Classroom Scheduling (45%)
- Creates, prepares, and coordinates course schedules, including developing standard time tables and allocating general teaching space in accordance with established priorities as set by Enrolment Services. - Evaluates complex faculty and program requests and large volumes of scheduling data in complex and sensitive environment.
- Plans and prepares student timetables; makes recommendations for best course placement and sectioning; keeps course instructor data current, schedules courses and books rooms.
- Responsible for the coordination, publishing (internal) and updating of cyclical academic activities, including course schedules, timetables & teaching schedules for graduate & undergraduate courses.
- Troubleshoots scheduling conflicts, resolve scheduling errors, and communicate system limitations and space requirements.
- Works collaboratively with various faculty, degree programs, and departments to collect data and resource requirements for all exam and course scheduling for NURS courses.
- Is the designated timetable representative for the School of Nursing, and the liaison to Scheduling, Records & Systems Management at Enrolment Services.
- Develops and maintains training resources and operational manuals for faculty and staff in the use of student information systems at UBC and internal student records systems at the School of Nursing.

BSN Student Records (40%)
- At the direction of the Associate Director and BSN Program Coordinator, administers cyclical timelines of the BSN Program as relates to current student progressions, advancement, registrations, program completion, and highlighting complex issues for faculty review.
- Understands and interprets the BSN degree and program requirements and regulations as published in the UBC Calendar and on the SoN website.
- Provides accurate information and support to the BSN Academic Advisor and members of the BSN Progression Committee regarding degree requirements, registration, academic concession, graduation and other student support requests.
- Maintains up to date student records to track student progression.
- Assists students and faculty with registration procedures and regulations, and supervises the registration of BSN Students in required courses.
- Supports the BSN students in completing their BCCNP requirements for completion and Provisional registration.
- Processes documentation, not excluding letters of permission, academic concessions, graduation pending or confirmation letters, letters of good standing for Employed Student Nurse practice, and other confirmation letters as requested by students and program needs.
- In collaboration with the Student Services team, administers the BSN Cohort Document Collection Shells and collects and maintains records for all post admission program requirements (as designated by the UBC Calendar and BCCNP professional practice requirements).
- Uses university student systems such as SISC, FSC, SIS, and other UBC & School of Nursing systems to resolve registration issues, including supporting out of sync students in their return to the BSN Program.
- Processes alumni verification records for BSN graduates, liaising with local, regional, national, and international nursing regulatory college