Staff - Union
Job Category
BCGEU Okanagan Support Staff
Job Profile
BCGEU OK Salaried - Support Services Assistant II
Job Title
Scheduling Services Assistant
Department
UBCO | Support | Academic Scheduling and Records | Enrolment Services
Compensation Range
$4,695.00 - $5,385.00 CAD Monthly
Posting End Date
June 29, 2025
Note:Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Summary
The Scheduling Services Assistant provides support for processes and inquiries related to academic course and exam scheduling, academic ad hocs and university student systems. This position has an advanced level of knowledge and provides training and support to faculty and staff in course and exam scheduling processes and procedures at UBC and the use of university student systems. The position will be involved in significant amounts of data collection and performs data entry in preparation of the course and exam scheduling process and academic ad hocs. This position assists in troubleshooting and resolving course and exam scheduling related issues and provides support to senior scheduling staff and staff assisting students.
Organizational Status
Reports to the Senior Manager, Scheduling Services and Special Projects, and works closely with the Senior Scheduler/Analysts.
Work Performed
- Collects and maintains business processes and procedures in departmental knowledge base and provides feedback and recommendations for process changes to create efficiencies
- Develops and Provides training and support to faculty and staff in processes and procedures relating to Scheduling Services at UBC, including support with navigating Scientia and Workday Student
- Resolves routine and complex issues in the University student systems and Scientia by performing duties such as troubleshooting, investigation, taking corrective action and referring or escalating as appropriate.
- Participates in the creation of, reviews and publishes exam schedules in coordination with faculties to ensure processes are followed and deadlines are met
- Participates in the creation of, reviews and publishes academic course schedules in coordination with faculties to ensure processes are followed and deadlines are met
- Works collaboratively with Enrolment Services staff to maintain quality and accuracy of student information and records
- Participates in testing system changes and new applications developed for university student systems including Scientia and Workday Student
- Books space on the Okanagan campus for academic ad hoc event purposes
- Reviews, understands, and accurately communicates complex regulations in the Academic Calendar and other Enrolment Services publications while identifying potential issues and opportunities to improve
- Ensures Freedom of Information and Protection of Privacy (FIPPA) compliance
- Responds to inquiries by phone, mail, and email. Escalates complex or challenging cases to the Senior Scheduler/Analysts.
- Prepares final exam gym invigilation schedule by gathering information from faculty/units and collating into one document to be distributed to faculty/units
- Provides a high level of customer service to faculty and staff including information, direction, and guidance. Service areas may include course and exam scheduling, and academic ad hocs.
- Keeps current on changes to policies and procedures related to Enrolment Services processes
- Creates and maintains collection processes related to academic course scheduling, exam scheduling and academic ad hoc information
- Performs other duties as required
Consequence of Error/Judgement
Work performed by Enrolment Services is critical to the success of the University and its ability to deliver on the goals articulated in UBC's strategic plan. This position contributes to the delivery of critical services to students and to faculties. Poor planning, analysis, and judgement could have a detrimental effect and adversely impact the university community, affecting the quality of service to students, faculty, and staff. These services are central to students’ ability to register in courses at UBC. Errors could have significant negative academic and/or personal consequences for students. The consequences could result in students' inability to complete their studies in a timely fashion resulting in financial consequences. Errors reflect negatively on the reputation of Enrolment Services and the University and could also compromise the University s ability to meet its enrolment and student retention targets.
Supervision Received
Reports to the Senior Manager, Scheduling Services and Special Projects. Works closely with the Scheduling Services team.
Supervision Given
None.
Minimum Qualifications
- Completion of secondary school and graduation from a two (2) year diploma in a relevant discipline or equivalent.
- Over four (4) years' administrative office experience, preferably in a University setting; 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
- Excel knowledge. Familiarity with filters and formatting and basic formula knowledge. Ability to compare documents to investigate issues.
- Excellent verbal and written communications skills, including public speaking.
- Attention to detail and ability to multi-task and to prioritize workload and meet deadlines are critical.
Preferred Qualifications
- Experience in academic scheduling an asset
- Excellent computer skills including the ability to learn new computer programs, to use general office computer programs and equipment, and to access information through the web and other databases.
- Demonstrated analytical and problem-solving skills.
- Ability to make thoughtful, informed, and thorough decisions.
- Ability to work effectively both as part of a team and independently.
- Ability to provide quality service to customers in a courteous, patient manner.
- Knowledge of Scientia, Tableau, Canvas, Qualtrics and Workday Student systems an asset.
- Excellent time management skills and the ability to meet deadlines.
- Proven and effective organizational and administrative skills.
- Excellent interpersonal skills.
- A high degree of professionalism, tact, maturity, and good judgment.
- Demonstrated ability to build, manage and maintain high-quality and productive relationships.
- Demonstrated ability to effectively communicate and interact with empathy, understanding and, respect of diverse and divergent perspectives and behaviours.
- Works collaboratively and inclusively, fostering equitable experiences and a respectful environment for all staff.
- Acknowledges, reflects upon, and challenges one’s own biases and assumptions.
- Recognizes and addresses personal and institutional assumptions and behaviours that create barriers to inclusion
