Description
The Haskayne School of Business is currently seeking a Full-time Limited Term Course Demand & Scheduling Specialist for approximately 24 months.
The Course Demand and Scheduling Specialist is a key member of the Haskayne School of Business, Programs Office team, responsible for gathering, analyzing, and interpreting data related to course demand, student progression, and room utilization, and applying insights to guide course scheduling decisions across the HSB's graduate and undergraduate programs. With between 800-900 course sections scheduled annually, the position plays a key role in coordinating the efforts of 13 scheduling units in a manner that is consistent, student-focused, fiscally responsible, and aligned with institutional policy.
Reporting to the Manager, Teaching and Learning Operations, this position serves as the HSB's primary liaison to the Registrar's central scheduling office, participating in working groups and supporting enterprise testing and reporting processes. It operates with a high degree of autonomy and requires strong judgment, discretion, and prioritization in managing a diverse and often complex workload. The environment is fast-paced and deadline-driven, with stress levels ranging from moderate to high.
Success in this role requires exceptional analytical and communication skills, as well as the ability to collaborate across a wide range of academic and administrative partners. Confidence in managing expectations and guiding faculty, staff, and students is essential, along with the ability to balance competing needs and anticipate the downstream effects of scheduling decisions. The incumbent must be confident in managing expectations and providing guidance to faculty, staff, and students, while balancing competing needs and anticipating the downstream effects of scheduling decisions. Attention to detail is critical, as errors can have significant academic and budgetary consequences. A collegial, solution-focused approach and the ability to manage multiple priorities independently are essential.
Due to operational requirements, the role is predominantly on-campus. Primary working hours are Monday to Friday, 8:30 A.M. to 4:30 P.M. (35 hours per week); however, due to constantly shifting priorities, flexibility is essential, including some evening and weekend hours. Given the academic schedule, seasonality of workload volume will fluctuate.
Summary of Key Responsibilities (job functions include but are not limited to):
Academic Scheduling Leadership
- Oversee HSB's annual course scheduling submissions and serve as the school's scheduling representative to the central Registrar's Office
- Facilitate timely setup of academic schedules, room assignments, and instructor designations, ensuring alignment with university policy and academic priorities
- Provide continuity and guidance on scheduling processes, acting as a point of reference for faculty and staff
Strategic Planning and Data Integration
- Apply enrolment trends, predictive analytics, and planning models to inform scheduling decisions and resource allocation
- Develop reports and dashboards to support long-term program planning, course offerings, and institutional reporting needs
- Monitor key scheduling metrics such as student access, course fill rates, and room utilization to inform continuous improvements
Student-Centered Course Access
- Manage course access strategies through reserve caps, waitlist management, and registration monitoring to promote student progression
- Collaborate with academic units and advisors to address registration exceptions and identify barriers to timely graduation
- Support policy compliance in scheduling practices, particularly in the application of prerequisites, co-requisites, and curriculum changes
Sessional Hiring Coordination
- Lead the annual process for hiring sessional instructors, ensuring alignment with academic priorities and HR requirements
- Maintain hiring records, timelines, and communications with academic units and HR partners to ensure consistency and compliance
Operational Collaboration
- Act as a key liaison between HSB programs and central units on matters related to scheduling systems, calendar updates, and enterprise testing.
- Support operational transitions and special projects as required, including, but not limited to those related to academic restructuring, new program delivery, or registration system enhancements.
- Takes on other initiatives, projects and tasks as required to advance the HSB's strategic plan priorities and outcomes in support of Teaching and Learning excellence.
Qualifications / Requirements:
- An undergraduate degree or recognized technical certification in Business Intelligence, Data Analytics, Data Management, or a related field
- Minimum of 5 years of progressive experience in student program administration, advising, or a closely related area within a post-secondary institution preferred; or an equivalent combination of education and experience
- Strong knowledge of the HSB degree programs and an understanding of enrolment strategy, course planning, and student progression pathways preferred
- Extensive knowledge of the University's scheduling policies, procedures, and systems is essential, with demonstrated expertise in course demand analysis, scheduling, and course setup/maintenance preferred
- Demonstrated experience with 1) data preparation, predictive modeling, analysis, and reporting, 2) relational databases, and 3) creating automated workflows using Power Automate
Technical proficiency with relevant management software applications including SharePoint, PowerBI and Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Access), as well as collaboration tools (e.g. Teams, Zoom) - Strong writing and verbal communication skills
- Excellent organizational, analytical, and problem-solving skills, with a high level of attention to detail
- Exceptional discretion, sound judgment, and ability to navigate sensitive situations tactfully
- Demonstrated ability to prioritize multiple competing tasks and meet tight timelines while maintaining composure and accuracy; excellent time management is essential
Application Deadline: June 30, 2025
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Specialist / Advisor Job Family, Phase 3.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
