Scheduling Coordinator

**Position Job Title**:Scheduling Coordinator

**Location**:Vancouver, BC

**Reports to**:Registrar’s Office Supervisor - Scheduling

**About University Canada West**:
University Canada West is an innovative business and technology-oriented, dynamic, and growing institution that was founded in 2005. Based in Downtown Vancouver, the university is defined by its close connections to the business community and a commitment to outstanding student services.

Here, at UCW, we connect recognized, well-established specialists and ambitious young professionals, so they learn from each other and thrive in our diverse environment. Together, we strive to create and maintain working environments that are inclusive, equitable, and welcoming.

We are privileged to do this work on the unceded, traditional territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and Sel̓íl̓witulh (Tsleil-Waututh) Nations. We thank them for having cared for this land since time immemorial, honour their graciousness to the students who seek knowledge here, and iterate our dedication to valuing the ongoing contributions of Indigenous peoples and communities.

**Primary Purpose**

Under University Canada West’s (UCW) organizational structure, the Scheduling Coordinator provides administrative support and reports to the Registrar’s Office Supervisor - Scheduling.

This position is integral to the delivery of quality services to faculty, staff, and students across all UCW programs. Hours of work are variable and may involve a hybrid schedule of remote and on-campus work and occasional work at other locations such as West Pender or a UCW sponsored event.

The Scheduling Coordinator assists the Registrar’s Office Supervisor - Scheduling with course scheduling and the production of the course schedule, as well as coordinates centralized space scheduling. This role provides support to the Registrar’s Office Supervisor - Scheduling, and registration staff, answers basic registration questions, and assists with policy and procedural compliance and reporting, as needed.

**Specific Responsibilities**

**Administrative Assistance & Support**
- Provide administrative assistance to the Registrar’s Office Supervisor - Scheduling
- Coordinate with colleagues to implement and maintain scheduling procedures and processes
- Attend to communications and incoming requests by faculty and department chairs
- Refer communication to appropriate roles or departments as required in priority sequence
- Collaborate with other departments and attend related meetings to assist with Registrar’s Office operations and scheduling
- Work with the Registrar’s Office Supervisor - Scheduling in all phases of the creation of the course schedule, including course data entry
- Collaborate with other department to create a conflict-free, accurate schedule that balances efficiency, department needs, student needs, fairness, and attend to university policies
- Participate in conflict resolution related to space needs
- Ensure the accuracy of all course creation in the MyUCW portal including, course descriptions, course codes, tuition fees, reserved seats, pre-requisites, and other course specifics by auditing all course information against the university course catalog
- Work collaboratively with the other departments, administration, Student Affairs when needed to secure or negotiate space for events that are open to the public
- Communicate with faculty about course assignments for each term
- Participate in the scheduling software implementation and integration and employs best practices for scheduling and planning
- Monitor and report on scheduling trends as it relates to the university
- Contribute to space planning, procedure revisions and development of new procedures
- Maintain currency on general registration processes to be able to answer basic registration questions for students, faculty and staff

**Data Tracking & File Maintenance**
- Track all changes to the schedule and communicate changes to students, Department Chairs, other stakeholders
- Ensure all necessary data related to course/curriculum/scheduling are entered into MyUCW
- Maintain data on faculty course assignments, space allocations, course sections, etc. and provides reports upon request
- Generate and maintain reports and statistics
- Create new methods of data tracking as required

**Other**
- Interest and commitment to professional development and growth
- Other duties as assigned

**Position Requirements**

**Competencies**:

- Excellent interpersonal skills and ability to effectively communicate tactfully and diplomatically both orally and in writing
- MS Office proficiency
- Proficiency in Moodle or similar learning management system
- Ability to quickly assimilate and employ diverse IT modules
- Administrative experience in a post-secondary educational setting
- Service orientation with a positive, supportive attitude and friendly approach
- Competency to establi