Specialist, Class Scheduling

Competition 2206

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.

Location - This role is hybrid with a mix of remote and in-person. Work primarily takes place at North Campus, Edmonton.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for Enrolment Services

Enrolment Services is responsible for the management, planning, organizing and directing of all aspects of student records and registration, class scheduling and timetabling, and tuition and fees. Examinations and Timetabling manages the Academic Schedule and the official course record, as well as coordinates the final exam schedule.

Position

In collaboration with the Assistant Registrar - Enrolment Services, the Specialist, Class Scheduling strives to ensure operational excellence in managing the official course record and facilitating the creation of the academic class schedule. This position ensures that procedures related to class scheduling, enrolment restrictions, teaching space assignment, and the creation of the academic schedule are documented, continuously improved, and completed to schedule.

The Specialist is a subject matter expert in the University of Alberta’s official course record and scheduling procedures managed by the Office of the Registrar. The Specialist has expert knowledge of the data elements that compose the course record, a clear understanding of how those data elements are used within Campus Solutions, and the impact on the student record. The Specialist is a key contact for departments, faculties, and colleges as course-related data is being developed or changed. They will assist in tracking changes to the course record and utilize their knowledge of scheduling to advise faculties, departments, and colleges when they make changes that will impact students. The Specialist also researches and keeps abreast of policy and procedural change to ensure the Office of the Registrar is well-positioned to adapt.

The Specialist also investigates best practices in service delivery and proactively proposes enhancements to the Assistant Registrar - Enrolment Services. The Specialist contributes to the development of performance measures within the unit and assists in the monitoring and evaluation of these measures. The Specialist will assist in coordinating the activities of the unit and provide expert policy and business process knowledge to staff. In collaboration with the Assistant Registrar, the Specialist will assist in overall direction, training, quality assurance, knowledge transfer and sharing to unit employees.

The Specialist will coordinate the development of the Academic Schedule and in collaboration with the Assistant Registrar, prepare for its approval through University Governance.

Along with the Assistant Registrars and other Specialists, the Specialist, Class Scheduling is part of the Enrolment Services leadership team. This position provides direct support to the unit’s Assistant Registrars.

Duties

• Coordinates the Academic Schedule.
• Provides expert advice and recommendations to students, unit staff, Faculties and Departments regarding course scheduling and enrolment policy and procedures.
• Applies policy and/or procedure for typical student enrolment scenarios.
• Anticipates potential issues and recommends appropriate solutions preventing a negative impact or consequence to the student.
• Analyzes processes and statistical reports and initiates changes and improvements to service delivery.
• Changes procedure where they are within the domain of expertise and there are no significant resource implications.
• Monitors and verifies practices and schedules.

Qualifications

• Bachelor’s degree or a two year diploma with additional years of experience.
• Minimum of two years of PeopleSoft Student Administrative (Campus Solutions) experience within the context of course and student records.
• Experience with applying University of Alberta policy and procedure.
• Two to four years of experience in a service centered environment, within post-secondary student services.
• Strong client service aptitude and advising skills.
• High attention to detail and analysis skills.
• Excellent communications and interpersonal skills to provide effective mentorship and guidance to staff.