Scheduling & Examinations Assistant

Brock University•St. Catharines, ON

21h•CA$46,099 - CA$63,950•Onsite

About The Position

Reporting to the Manager, Scheduling and Examination Operations, the Scheduling & Examinations Assistant provides administrative and operational support for course scheduling, registration activities, examination scheduling, distance examinations and internal space bookings. The incumbent ensures all activities are carried out in compliance with established University policies, collective agreements, procedures, timelines, and system requirements. The Scheduling & Examinations Assistant also liaises with internal stakeholders and supports the resolution of routine scheduling and registration issues.

Requirements

Knowledge of Scheduling software and Microsoft Office
Ability to understand spaces across campus, including room characteristics, to provide assistance during booking process
Ability to work quickly and accurately with meticulous attention to detail
Promotes and embodies inclusivity and respect within the workplace and the broader community
Ability to work independently to meet predetermined goals or deadlines
Clear written and verbal communication skills
Excellent time management skills, with the ability to manage multiple and competing requests/priorities and meet deadlines
Ability to understand overall process and regulations for creation of exam timetable and its relation to Scheduling
Excellent problem solving, analytical, and organizational skills for both timetable construction and resolving scheduling/examination changes
Strong critical thinking skills

Responsibilities

Process and track electronic timetabling forms submitted by academic departments
Enter and upload course, instructor, room, and program data into the university timetabling system according to established procedures
Maintain academic program requirements, instructor profiles, and room attributes required for timetable construction
Apply established scheduling rules, policies and collective agreement requirements when completing timetabling tasks
Apply approved accommodations and preferences information during timetable construction and alert management on any potential scheduling issues
Proactively liaise with academic units to review reserve sections, enrolment caps and limited enrolment controls at the direction of the academic departments and Deans
Process ongoing timetable changes, including course additions, cancellations, section changes, room changes, and enrolment adjustments
Ensure all registration-related updates are completed accurately and within established timeframes
Input and maintain examination data within the scheduling timetable system according to established examination scheduling procedures
Process requests from academic units to gather exam timetabling details, including exam requirements, quantity of exams, locations, timing, various accommodations, BUFA requirements, and seating or room setup details
Apply Faculty Handbook rules and examination policies when completing scheduling tasks
Communicate with students, faculty, proctors, and external institutions to confirm examination arrangements
Process and maintain non-academic space (room and table) booking requests by gathering required information and using specialized software system