Curriculum Management Specialist

University of Waterloo•Waterloo, ON

1d•Onsite

About The Position

The Curriculum Management Specialist plays a critical role in the efficient development and management of the university's Undergraduate Studies Academic Calendar (“Calendar”), ensuring an accurate and accessible digital publication, while adhering to policies and procedures. The Undergraduate Calendar provides official information about dates, courses, programs, and related academic regulations and policies for students and applicants, as well as general information about the University. This role spans various key accountabilities, including Calendar development, curriculum management system resource (including technical software support), user training, reporting, and communications. The Specialist also acts as the web content co-ordinator for several large-scale employee-facing websites within the RO, co-ordinates registrarial mass email communications to employees, and supports the Manager with work involving academic regulations, ceremonial hood distribution for convocation, and curriculum development and approval.

Requirements

University degree required, or a suitable combination of post-secondary education and experience.
Minimum 1-2 years experience in a role where curriculum/academic calendar-related activities is a key accountability.
Minimum 1-2 years experience developing and delivering training sessions.
Intermediate experience and knowledge of producing accessible web content and accessibility requirements (AODA).
Effective writing, editing, and proofreading skills for a variety of content and excellent attention to detail
Excellent customer service focus is critical for success.
Demonstrated analytical and problem-solving skills with an ability to manage a high volume of work with extreme accuracy and independence.
Excellent interpersonal skills, tact, judgement, and diplomacy essential; demonstrates professionalism and discretion when dealing with confidential or sensitive matters.
Excellent organizational skills (including planning and prioritization) 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.
Good project management skills.
Advanced knowledge of MS Word and Excel.
Intermediate knowledge of web content management (Drupal, HTML).

Responsibilities

Develops and delivers regular training sessions for curriculum management users (proposers, approvers, agenda builders), provides one-on-one coaching as required, and is a point of contact for inquiries, troubleshooting, and solving problems.
Ensures training and procedural documentation for stakeholders is current and relevant.
Participates in both superuser and end-user testing of new releases of system software or new features.
Provides detailed accounts of system software issues to be relayed to the vendor.
Attends meetings of the Calendar/Curricular Working Group and prepares meeting notes.
Assigns users and roles to appropriate academic units within the system for staff/faculty using the software.
Provides system data upon request.
Reviews submitted materials for accuracy of content, grammatical correctness, compliance with accessibility legislation, and Waterloo style guidelines.
Supports in the processing of editorial and governance proposal submissions in preparation for publication in the academic calendar.
Acts as back up to the Manager and attends faculty-level undergraduate studies curricular meetings.
Assists the Manager when academic policy and/or academic regulation needs are identified in special projects within the RO.
Conducts research on academic policy or regulation-related matters when requested, may include consultation external university partners.
Responsible for the creation of ceremonial hood rack documentation.
Updates the hood colour chart for distribution to the Associate Director, Community Relations & Events and W Store.
Works convocation shifts as a Hooding Area Supervisor; trains Hooding Area Assistants during assigned shifts.
Co-ordinates all aspects of mass email communications to employees, in conjunction with student communications where applicable: scheduling, drafting, obtaining approvals, generating electronic extracts from the student information system using query tools, testing, ensuring quality control, deploying, reviewing analytical data, and sharing with campus stakeholders.
Responds to all generic email accounts that support our websites.
Assists the Manager with the monthly production of an employee newsletter.
Maintains an editorial calendar for employee-facing websites within the RO: Office of the Registrar, Registrar Resources, Important Dates, Advisors Resources (co-owned with Student Success Office), Academic Calendar and Curriculum Management.
Assists the Manager in identifying new content opportunities.
Performs routine maintenance on websites to ensure all online content is up-to-date and accurate, error free (quality control); working closely with various content stakeholders to keep content current or to create new content/build new web forms.
Completes recommended changes and design, and responsible for data retention of web forms on employee-facing websites.
Is a point of contact for inquiries, troubleshooting, and solving problems; liaises with IST when issues arise.