Academic Scheduler, Academic Scheduling

Academic Scheduling is accountable for verifying that the timetable of courses offered university-wide is scheduled effectively. The Department operates from the fundamental premise that teaching and learning can happen anywhere, with accommodation for Academic and Accessibility requirements being a priority.

The **Academic Scheduler is a full-time continuing position** and will collaborate in the creation, editing, and continuous updating of UWinnipeg’s timetables. Timetables are organized into two releases (FFWW & Spring), with continuous updates, additions, and revisions throughout the year. An integral part of this process is the space assessment and allocation to thousands of course sections and exam times, which must be placed into limited spaces on campus.

**Responsibilities**:

- Acquire approvals for amendments and revisions to published timetable offerings.
- Enter fee amounts and verify information related to billing for course sections.
- Receive, assess, and prioritize requests for space.
- Verify timetable sections have been entered correctly.
- Acquire program information, exam schedules, and high-volume room bookings, locate and assign space.
- Receive, review, and organize exam requests to accompany the standard exam schedule.
- Enter exam changes into the room booking software and reconcile changes to the existing exam schedule.
- Collaborate with the Exam Scheduling Assistant on timelines, updates, and providing full system support.
- Utilize advanced knowledge of Academic Scheduling business practices and systems and their relationship/impact to other areas.
- Functions as the informational conduit between Student Services areas and departments regarding Academic Scheduling and its areas of impact.
- Enforce timetabling related data accuracy and preserve data integrity in Colleague.
- Act as Functional Steward of room booking systems.
- Maintain, update, and test systems.
- Assist with training and set-up when other schools or departments implement or expand their use of scheduling systems.
- Research, test, and provide recommendations regarding modification of processes to increase effectiveness.
- Work on room audits utilizing reports to confirm room information is updated and maintained, regarding Fire Codes, Health & Safety, and Accessibility.
- Manage a high volume of daily space-related issues and requests, troubleshooting solutions to conflicting requests and needs.
- Maintain sensitivity to accessibility concerns and priorities.
- Develop booking protocols, test, and implement updates to departments and the University Community.
- Manage internal room bookings for academic-related requests.
- Assess room requirements to ensure the needs of the requestor are met considering the available space and resources.
- Triage, troubleshoot, and problem-solve any incoming concerns, and escalate unresolvable issues.
- Professionally direct non-academic booking requests to the appropriate contact.
- Provide instruction regarding academic scheduling and room booking procedures.
- Develop and revise timetabling and academic scheduling manuals, research best practices, collaborate on policy, procedures, and updates.
- Generate, assess, correct, and translate reports, formatting for clarity.
- Create, develop, test, and manage the departmental website.
- Collaborate on the development, testing, and implementation of online submission forms, end-user formats, and data reception.
- Direct and organize the workflow communications with departments regarding Academic Scheduling and its areas of impact.
- Communicate updates and changes in timetables, exam schedules, policies, and/or procedures to stakeholders at all levels within the University.
- Create, post, and remove all room change and course cancellation signs.
- Represent the Scheduling Department in meetings.
- Act as a resource for stakeholders and users on scheduling policy and procedures and make recommendations for enhancements based on feedback.
- Distribute informational memos to all levels of the University community regarding Academic Scheduling procedures.

**Qualifications**:

- Undergraduate degree or equivalent education and experience
- Minimum of three years of administrative experience with demonstrated customer service experience.
- Proficiency in Microsoft Office with working knowledge of MS Excel required.
- Experience with Ellucian Colleague or similar student information system, and with 25Live by CollegeNET or other room scheduling software, is an asset.
- Experience working within an academic environment is an asset.
- Experience working with relational databases is an asset.
- Knowledge and experience in business analysis, process development, and editing documentation are assets.
- Ability to evaluate, action, or escalate requests received by the department.
- Able to synthesize and balance competing wants, needs, and demands to find an optimal solution.
- Attention to detail with a high degree of analytical thinking