Calendar and Timetabling Coordinator

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

This position has a term length of 2 years.

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

The Calendar and Scheduling Coordinator, as the name suggests, will have their duties split into two different areas: the University Calendar and class and room scheduling. Moving between these two areas as is operationally required, the Coordinators main role is to assist with processing of requests to relieve pressures on both units.

This Coordinator will also work in Modern Campus Catalog. They are familiar with all standard Catalog functionality as well as training and support resources. They should also be familiar with RO Calendar and Governance tracking documents.

The Coordinator will work in PeopleSoft Campus Solutions and Infosilem Suite to adjust class and course information, including room bookings. This position needs to understand the relationship between the different types of course section offerings, and be familiar with booking space based on capacity and course requirements. Familiarity with the academic scheduling cycle is also required.

This position reports directly to the Assistant Registrar of Examinations, Timetabling & Calendar. The Coordinator is responsible for the accuracy and integrity of the official course and class record, ensuring that students are able to successfully register, course information is correctly reflected on the student’s transcript, and fee assessments are accurate. As course and class offerings are routinely changing, they will come across new situations that will require them to use their problem-solving skills to ensure the information is correctly updated and/or determine if the issue needs to be escalated.

Serving in a student-facing unit, while also supporting over 80 faculties/departments on campus, Coordinators must have excellent customer service skills, as well as strong knowledge of University policies and procedures, as they are responsible for providing policy and procedure training, information, and support to faculties, departments, and students relating to course scheduling, registration, examinations, and classroom booking. They are responsible for assigning centrally scheduled space to classes and to casual events; and for preparing the official examination schedule for the University of Alberta, working with departments and faculties to ensure the appropriate seating assignment has been secured. The Coordinator acts as a liaison with faculties, departments, students, and other agencies. Provides functional direction and support in the training of new Coordinators, providing ongoing support and guidance as required. The Coordinator is responsible for ensuring the organization and distribution of work for their set of files is maintained.

In addition, the Coordinator assists with seasonal events and special projects as required. Annual scope of work for Examinations and Timetabling: Over 9,000 approved course offerings with over 11,000 graded class sections, supporting over 300,000 seat registrations; scheduling of over 300 centrally scheduled classrooms with approximately 40,000 casual event meetings made each year; assignment of over 90,000 seats during Fall/Winter exam periods; and approximately 100 exams arranged for other universities accommodating upwards of 400 students.

• Processing course schedule change requests.
• Processing casual booking requests and assisting with other scheduling-related tasks such as applying course restrictions.
• Performing any routine University Calendar editing not involving the creation of new pages or changes to navigational structure.
• Completing an ongoing quality assurance review of existing Calendar content.
• Supporting Calendar projects, and providing coverage in the Calendar Editor’s absence.

• Minimum Bachelor’s degree required.
• Experience and/or familiarity with PeopleSoft and Bear Tracks.
• Experience in a post-secondary educational institution or scheduling experience preferred.
• Experience with Google product suite.
• Experience with Infosilem suite is an asset.
• Knowledge and experience with content management systems and databases required.
• High level of critical thinking and analytical problem-solving skills required.
• Ability to operate within a complex and highly decentralized work environment required.
• Ability to research, analyze, and summarize complex issues.
• Experience in policy analysis, development, interpretation, and implementation an asset.
• Excellent writing, editing, and proofing skills and experience.
• Excellent communication (oral and written), interpersonal, presentation, and organizational skills.
• Ability to establish and maintain effective working relationships with a diverse population.
• Accuracy and ability to meet deadlines are essential.
• Knowledge of University policies and procedures is an asset.
• Familiarity with the campus layout and facilities is an asset.

Application Instructions

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This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.