Scheduling and Curriculum Specialist

University of Waterloo•Waterloo, ON

2d•CA$56,494 - CA$70,618•Onsite

About The Position

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day. This posting is for an existing vacancy. Primary Purpose The Scheduling and Curriculum Specialist is responsible for managing and executing a range of academic scheduling, curriculum and examination functions across the School. This role serves as the primary contact for School Scheduling and works collaboratively with faculty, instructors, and campus partners to build term schedules and coordinate final examinations. The incumbent ensures data integrity and compliance with university policies and timelines, while also supporting room bookings, managing space usage data, and analyzing trends to inform strategic resource decisions.

Requirements

Post-secondary degree/diploma or equivalent education and experience with preference given to candidates with experience with scheduling.
1-3 years of experience in academic scheduling, timetabling, or administrative coordination in a post-secondary setting.
Experience working with student information systems and scheduling software (e.g., Infosilem, Quest, Kuali, and Microsoft Excel).
Familiarity with university policies related to academic operations and exams.
Excellent interpersonal and communication skills, oral and written; proven ability to interact across campus with students, faculty and staff.
High standard of excellence in work performance at the detailed level.
Ability to work under pressure and flexibility to deal effectively with change.
Proven organization and time-management skills; able to manage multiple priorities with tight deadlines.
Sound judgement, tact, diplomacy and problem-solving skills.
Demonstrated ability to work independently and in a team environment.
Basic knowledge of MS Word, Excel, PowerPoint and Access
Proficient with MS Outlook and Quest (course selection and enrolment; course override entry; student academic records) is highly desirable.
Knowledge of University of Waterloo policies and procedures are an asset.

Nice To Haves

Preference given to candidates with experience with scheduling.
Proficient with MS Outlook and Quest (course selection and enrolment; course override entry; student academic records) is highly desirable.
Knowledge of University of Waterloo policies and procedures are an asset.

Responsibilities

Lead the development and execution of the master teaching schedule in collaboration with Associate Directors and Program Manager, ensuring optimal use of resources and alignment with student demand and updating the scheduling forecast tool.
Act as the School Timetable Representative, serving as the liaison between the Faculty, Program Areas, and the Registrar’s Scheduling Office
Manage the scheduling of academic courses, final exams, and classroom allocations; resolve conflicts and provide contingency plans as needed.
Collect, code, and validate scheduling data including instructor availability, course combinations, time, and room constraints.
Liaises with the Registrar’s Office and Scheduling to ensure timely and accurate academic data and scheduling.
Coordinate the development and submission of academic timetables each term in collaboration with School administrators.
Input data into scheduling tools and ensure compliance with scheduling policies, academic progression requirements, and accessibility needs.
Monitor and resolve scheduling conflicts, data inconsistencies, and room assignment issues in consultation with units and Scheduling.
Reconcile PCS sections to support student course selection and access to required courses.
Works with the Associate Director, Undergraduate Studies on issues related to room bookings, timetable changes and undertakes special projects.
Responsible for course changes, obtaining approval and submitting approved changes for the “Schedule of Classes”, and communicating the changes to the Program Manager, Advisors, instructors, Program Director, students, and other UW departments.
Responsible for curriculum submissions, consulting with the Program Manager.
Coordinate cyclical curriculum review processes and support academic units in implementing approved curriculum changes.
Provides support to the Program Manager, Associate Director, Curriculum, and the Curriculum Committee
Ensure curriculum information is disseminated in an effective and timely manner amongst various stakeholders (Curriculum Committee, Assessment Committee, staff, faculty, students, Pharmacy graduate studies, etc.)
Manage the curricular mapping database
Update and monitor course descriptions and other information published in the Undergraduate and Graduate Calendars and Course Catalog to ensure accuracy.
Participate in the Undergraduate Affairs Group (UGAG) and Graduate Affairs Group (GAG) meetings.
Coordinate the examination schedule for Arts undergraduate courses in partnership with the Registrar’s Office and instructional staff.
Track and resolve exam scheduling conflicts, including those related to student accommodation and exam room availability.
Maintain accurate records of exam scheduling, logistics, and accommodations.
Request mid-term dates to professors and share the calendar with them in order to guarantee that they will provide accommodations when appropriate.
Ensure that examination timelines and data submissions align with university requirements.
Support internal room booking processes for academic and non-academic use within the Faculty of Arts.
For School classrooms, maintain and update room asset information, including usage, capacity, and instructional setup.
Liaise with Plant Operations and Instructional Technologies and Media Services (ITMS) to ensure teaching spaces are equipped and functioning appropriately.
Analyze classroom utilization data to inform space allocation decisions and instructional planning.
Promote adherence to fair use policies and standard meeting patterns.
Ensure accurate data entry in all scheduling, room booking, and exam coordination systems.
Validate compliance with University academic regulations, term deadlines, and Faculty-specific policies.
Maintain current documentation of scheduling workflows, policies, and operational guidelines.
Audit and reconcile scheduling data and room records to ensure accuracy and integrity across systems.
Provide guidance and training to department staff on scheduling tools, procedures, and timelines.
Develop and distribute reports and communications to departmental administrators, Associate Deans, and other stakeholders.
Work collaboratively with central university units (e.g., Scheduling, Registrar’s Office, AccessAbility Services) and internal Arts units to deliver efficient services.
Participate in end-user testing and feedback cycles for scheduling system upgrades (e.g., Infosilem, Ad Astra, PeopleSoft).
Support the ongoing maintenance of scheduling resources on internal platforms (e.g., SharePoint).
Contribute to university-wide initiatives such as the scheduling cycle, policy development, and the activities of scheduling governance groups (e.g., UTC, PACT).
Identify and recommend opportunities to improve scheduling and examination processes, policies, and systems.
Serve as a backup to the advisors during absences or peak advising periods.