Scheduling & Registration Strategist

University of British Columbia•Vancouver, BC

6d•CA$5,526 - CA$7,941•Onsite

About The Position

The Scheduling & Registration Strategist position is responsible for planning, executing and managing processes that support student enrolment in the Faculty of Applied Science including, but not limited to, course scheduling, standard timetables, registration, academic progression and academic standing. This position will play a key role in collaborating with internal staff and faculty in Applied Science, as well as other key stakeholders and support services. The position requires a working knowledge of enrolment and academic cycles, scheduling, Academic Progression Reports (APR), and student registration. This position is also responsible for the complex scheduling and timetabling for over 5300 students in 14 undergraduate engineering programs and for training/updating all staff involved in advising in the Engineering Academic Services Office. Due to pressures to meet annual strategic enrolment targets, the needs of multiple departments in engineering, changing admission requirements, changing program progression and graduation policies and procedures, and new technological developments, the ability to multi-task, manage and deliver several projects simultaneously in a high demand environment is critical. The incumbent will work in close collaboration with all departments and programs in the Faculty of Applied Science, other units in Enrolment Services, and the Faculty of Science.

Requirements

Undergraduate degree in a relevant discipline.
Minimum of one to two years of related experience, or an equivalent combination of education and experience
Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Nice To Haves

Demonstrated ability to manage multiple projects simultaneously.
Demonstrated experience with quality assurance, system testing, documentation, and system usability.
Advanced hands-on computer skills relating to spreadsheets, presentation and word processing.
Attention to detail; excellent research skills.
Proven ability to work and communicate effectively with all levels of technical, clerical, professional, management and other personnel.
Excellent communications skills (oral, written and presentation).
Proven ability to adapt to and work effectively in a multi-tasked environment, under pressure from high volume and critical deadlines.
Experience with UBC systems (Scientia, OAMS, and Student Workday) would be an asset.
Comprehensive understanding of university governance, structure, policies and operations.

Responsibilities

Determines undergraduate engineering program teaching requirements including the number of sections, the section sizes, and the allocation of faculty and their teaching schedules based on multiple and complex variables.
Uses resources and data reports to make informed decisions about course scheduling and registration.
Negotiates course scheduling and the assignment of classroom space for engineering students with administrators and faculty members across multiple faculties and all engineering departments and programs.
Creates all engineering timetables optimizing course combinations for scheduling to meet the needs of students and academic departments.
Problem-solves with engineering and non-engineering departments providing service courses required by engineering students when conflicts arise.
Oversees course resourcing, ensuring that classrooms and other facilities are utilized optimally.
Manages and supports registration of APSC students, and those wishing to take APSC courses.
Provides training and guidance to other EAS and departmental staff and faculty.
Serves as the Timetable Rep (TRep) for the Faculty of Applied Science on campus committees, and leads the coordination and training of TReps within the engineering Programs to ensure an organized and successful scheduling period.
Provides consultation to UBC IT regarding scheduling and timetabling solutions.
Seeks opportunities for systems and process improvements, and innovations in order to improve service to students and collaboration with departments inside and out of the Faculty of Applied Science.
Advises the senior management team regarding undergraduate engineering program teaching requirements and scheduling outcomes.
Resolves systemic and non-routine engineering scheduling and individual course scheduling conflicts.
Oversees APSC specific courses, schedules and waitlists.
Corresponds with the Programs regarding program space availability throughout student registration process.
Retrieves and assesses enrolment data to inform undergraduate Engineering program course scheduling and the creation of Engineering Timetables.
Communicates critical information to advisors and programs in a timely manner, to inform student service and minimize service disruptions.
Maintains current knowledge of all information systems and processes employed by Engineering Academic Services staff, including but not limited to Student Workday, Scientia, Standard Timetable development software, OAMS, and APR.
Maintains working knowledge of enrolment and registration cycle processes and procedures.
Problem solves general system issues, and able to identify when to escalate issues
Ensures user documentation for various system components meets the needs of users and is maintained with up-to-date information and accuracy.
Responsible for communicating with Engineering Academic Services staff and academic departments regarding information systems changes that impact the functionality or reporting within other units.
Compiles reports for EAS management team
May supervise staff.