Scheduling Specialist

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Term - 1year

This role is being offered as an internal secondment/contract - Internal posting closes Friday October 17 th at 11:59

Job Description:

Primary Purpose

The Scheduling Specialist plays a critical role in the efficient development and management of the university's academic timetable (Schedule of Classes), ensuring optimal classroom utilization, academic progression, and adherence to policies and procedures. This role spans various key accountabilities, including academic timetable development, scheduling processes resource, training and communications, and academic resources management.

Key Accountabilities

Academic Timetable Development:

·       Analyzes course combination constraints and change requests to maximize classroom utilization while ensuring academic progression.

·       Compiles, verifies, and codes instructor, time, course, and room constraints for timetable creation.

·       Evaluates change requests, recommending alternate solutions if necessary.

·       Identifies and resolves data inconsistencies resulting from change requests and conflicting constraints.

·       Reconciles PCS sections to ensure students can select required/desired courses during the Course Selection Period.

·       Participates in defining requirements for software applications supporting class timetabling.

·       Assists in the creation, implementation and updates to policy, procedure, and business processes as required.

Scheduling Processes Resource:

·       Works with scheduling stakeholders to explore options for continual improvement to business process/system set-up.

·       Provides scheduling solutions all academic units/faculties.

·       Participates in both super user and end-user testing of new releases of system software.

·       Works with campus partners to review and establish the scheduling cycle each term.

·       Reports and tracks suggestions for system enhancements.

Training and Communications:

· Assists in the development, generation, interpretation, and distribution of reports necessary for the scheduling/examinations processes.   

· Assists with the distribution of information to Departmental Scheduling Representatives, Academic Chairs, School Directors, and Associate Deans.

· Assists with conducting regular training workshops for all scheduling stakeholders and provides one-on-one coaching as required.

· Fosters partnerships with Scheduling Representatives/Departmental Chairs in the academic departments.

· Provides resource data for the Provost's Advisory Committee on Timetabling (PACT).

· Participates as a resource for the University Timetabling Committee (UTC).

· Assists with coordination with the Registrar's Office Communications team in the development of requirements/scripts/manuals for training.

· Assists in ensuring that the Scheduling Office website and Scheduling SharePoint site houses current and relevant information.

Academic Resources Coordination

·       Maintains Infosilem, Ad Astra, and PeopleSoft facility tables for room assignment activities.

·       Audits and reconciles three separate room asset databases to identify data inconsistencies.

·       Notifies departmental representatives of utility shutdowns within buildings housing classroom space.

·       Endorses fair use policy as it applies to room utilization using a complex set of Standard Meet patterns.

·       Provides classroom supplies such as whiteboard markers/erasers and appropriate signage for instructor use of the equipment by liaising with Plant Operations and Instructional Technologies and Media Services (ITMS).

·       Reserves/confirms centrally managed classrooms (approx. 130) using event management system.

Knowledge, Expertise, and Continuous Improvement

·       Participates in ongoing training for an in-depth knowledge base.

·       Assists with and participates in cross-training with colleagues in the Scheduling Office.

·       Leads and contributes to special projects as applicable.

Required Qualifications

Education

·       Some post-secondary education operations experience, preferably in an academic environment, or equivalent experience.

Experience

· years of administration experience, preferably in an academic environment

· Experience using scheduling software applications is an asset.

·       Demonstrated experience exercising sound judgement, problem solving and decision-making skills.

·       Demonstrated experience and proficiency in data entry.

Knowledge/Skills/Abilities

·       Effective communication and interpersonal skills; demonstrates professionalism and discretion when dealing with confidential or sensitive matters.

·       Excellent oral and written presentation/communication skills with proven negotiation and conflict

      resolution skills.

·       Demonstrated analytical and problem-solving skills with an ability to manage a high volume of work with extreme accuracy and independence.

·       Demonstrated ability to work with others in a collaborative, positive and diplomatic manner while providing exceptional detailed support.

·       Excellent attention to detail is essential.

·       Develop and maintain excellent working relationships at all levels of the organization.

·       Excellent organizational skills with the ability to manage multiple and changing priorities while meeting deadlines.

·       Ability to work independently and accurately and to take initiative when minimal direction is provided.

·       Approach projects with continuous improvement lens

·       Comfort with technology and learning new systems.

·       Technical: Proficiency in Microsoft Office Suite: Word (highly proficient), Excel (highly proficient), PowerPoint (knowledge of), Outlook.

·       Asset: experience with SharePoint

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.  As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at  or , ext