Scheduling & Registration Strategist - UBC, Vancouver

Role overview

The Scheduling & Registration Strategist at UBC's Vancouver Campus plays a pivotal role within the Faculty of Applied Science, specifically supporting Engineering Academic Services (EAS). This position is central to the successful enrolment and academic progression of over 5300 engineering students across 14 undergraduate programs. The strategist is responsible for planning, executing, and managing critical processes including course scheduling, standard timetables, and student registration. This involves close collaboration with internal staff and faculty within Applied Science, as well as other key stakeholders and support services across the university. The role requires a comprehensive understanding of enrolment and academic cycles, ensuring optimal resource allocation and student success.

Key duties

The core responsibilities of the Scheduling & Registration Strategist involve intricate planning and management of academic logistics, ensuring a smooth experience for engineering students and efficient use of university resources. This includes:

• Determining 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.
• Utilising resources and data reports to make informed decisions about course scheduling and registration.
• Negotiating 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.
• Creating all engineering timetables optimising course combinations for scheduling to meet the needs of students and academic departments.
• Problem-solving with engineering and non-engineering departments providing service courses required by engineering students when conflicts arise.
• Overseeing course resourcing, ensuring that classrooms and other facilities are utilised optimally.
• Managing and supporting registration for APSC students, and those wishing to take APSC courses.
• Providing training and guidance to other EAS and departmental staff and faculty.
• Serving as the Timetable Rep (TRep) for the Faculty of Applied Science on campus committees, and leading the coordination and training of TReps within the engineering Programs to ensure an organised and successful scheduling period.
• Providing consultation to UBC IT regarding scheduling and timetabling solutions.
• Seeking 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.
• Advising the senior management team regarding undergraduate engineering program teaching requirements and scheduling outcomes.
• Resolving systemic and non-routine engineering scheduling and individual course scheduling conflicts.
• Overseeing APSC specific courses, schedules and waitlists.
• Corresponding with the Programs regarding program space availability throughout the student registration process.
• Retrieving and assessing enrolment data to inform undergraduate Engineering program course scheduling and the creation of Engineering Timetables.
• Communicating critical information to advisors and programs in a timely manner, to inform student service and minimise service disruptions.
• Maintaining 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.
• Maintaining working knowledge of enrolment and registration cycle processes and procedures.
• Problem-solving general system issues, and able to identify when to escalate issues.
• Ensuring user documentation for various system components meets the needs of users and is maintained with up-to-date information and accuracy.
• Communicating with Engineering Academic Services staff and academic departments regarding information systems changes that impact the functionality or reporting within other units.
• Compiling reports for the EAS management team.
• May supervise staff.

Who we're looking for

The ideal candidate for this strategist role will possess a strong foundation in academic administration and a commitment to supporting a diverse student body. We are seeking an individual with proven organisational skills and the ability to navigate complex university systems and policies.

Minimum Qualifications:

• 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.

Preferred Qualifications:

• 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.