Scheduling & Examinations Assistant

Post End Date:

A Day in the Life…  

Reporting to the Manager, Scheduling and Examination Operations, the Scheduling & Examinations Assistant provides administrative and operational support for course scheduling, registration activities, examination scheduling, distance examinations and internal space bookings. The incumbent ensures all activities are carried out in compliance with established University policies, collective agreements, procedures, timelines, and system requirements. The Scheduling & Examinations Assistant also liaises with internal stakeholders and supports the resolution of routine scheduling and registration issues. 

As the Scheduling & Examinations Assistant, you will:  

• Process and track electronic timetabling forms submitted by academic departments; 
• Enter and upload course, instructor, room, and program data into the university timetabling system according to established procedures; 
• Maintain academic program requirements, instructor profiles, and room attributes required for timetable construction;  
• Apply established scheduling rules, policies and collective agreement requirements when completing timetabling tasks; 
• Apply approved accommodations and preferences information during timetable construction and alert management on any potential scheduling issues; 
• Proactively liaise with academic units to review reserve sections, enrolment caps and limited enrolment controls at the direction of the academic departments and Deans; 
• Process ongoing timetable changes, including course additions, cancellations, section changes, room changes, and enrolment adjustments; 
• Ensure all registration-related updates are completed accurately and within established timeframes; 
• Input and maintain examination data within the scheduling timetable system according to established examination scheduling procedures; 
• Process requests from academic units to gather exam timetabling details, including exam requirements, quantity of exams, locations, timing, various accommodations, BUFA requirements, and seating or room setup details; 
• Apply Faculty Handbook rules and examination policies when completing scheduling tasks; 
• Communicate with students, faculty, proctors, and external institutions to confirm examination arrangements; 
• Process and maintain non-academic space (room and table) booking requests by gathering required information and using specialized software system. 

What you need to Succeed… 

• Knowledge of Scheduling software and Microsoft Office;  
• Ability to understand spaces across campus, including room characteristics, to provide assistance during booking process; 
• Ability to work quickly and accurately with meticulous attention to detail; 
• Promotes and embodies inclusivity and respect within the workplace and the broader community; 
• Ability to work independently to meet predetermined goals or deadlines; 
• Clear written and verbal communication skills; 
• Excellent time management skills, with the ability to manage multiple and competing requests/priorities and meet deadlines; 
• Ability to understand overall process and regulations for creation of exam timetable and its relation to Scheduling; 
• Excellent problem solving, analytical, and organizational skills for both timetable construction and resolving scheduling/examination changes; and 
• Strong critical thinking skills. 

Salary and Benefit Information 

• Job Grade H, Salary Scale (46,099-63,950)*; 
• This position includes full comprehensive benefits including tuition waiver.  

This position is included in the Ontario Secondary School Teachers Federation (OSSTF) Union and: 

-Salary is therefore determined by the OSSTF Collective agreement. * 

-New members shall be placed on the salary grid at the entry level. * 

-It is Brock University’s policy to give first consideration to qualified internal Brock University OSSTF applicants.