Scheduling & Registration Strategist

Job Summary

The Scheduling & Registration Strategist position is responsible for planning, executing and managing processes that support student enrolment in the Faculty of Applied Science including, but not limited to, course scheduling, standard timetables, registration, academic progression and academic standing. This position will play a key role in collaborating with internal staff and faculty in Applied Science, as well as other key stakeholders and support services.

The position requires a working knowledge of enrolment and academic cycles, scheduling, Academic Progression Reports (APR), and student registration. This position is also responsible for the complex scheduling and timetabling for over 5300 students in 14 undergraduate engineering programs and for training/updating all staff involved in advising in the Engineering Academic Services Office. Due to pressures to meet annual strategic enrolment targets, the needs of multiple departments in engineering, changing admission requirements, changing program progression and graduation policies and procedures, and new technological developments, the ability to multi-task, manage and deliver several projects simultaneously in a high demand environment is critical.

The incumbent will work in close collaboration with all departments and programs in the Faculty of Applied Science, other units in Enrolment Services, and the Faculty of Science.

Organizational Status
Engineering Academic Services (EAS) is a unit that facilitates and enhances student academic and personal development from admission to graduation for the fourteen undergraduate programs in six engineering departments and one school in Engineering, representing over 5300 students. The EAS office provides academic advising and support to first-year engineering students and broader academic and wellness support to all engineering students with the intention of supporting students to become successful and engaged university learners, prepared to achieve their personal and professional goals.

Work Performed
Course Scheduling, Standard Timetables and Registration

• Determines 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.
• Uses resources and data reports to make informed decisions about course scheduling and registration.
• Negotiates 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.
• Creates all engineering timetables optimizing course combinations for scheduling to meet the needs of students and academic departments.
• Problem-solves with engineering and non-engineering departments providing service courses required by engineering students when conflicts arise.
• Oversees course resourcing, ensuring that classrooms and other facilities are utilized optimally.
• Manages and supports registration of APSC students, and those wishing to take APSC courses.
• Provides training and guidance to other EAS and departmental staff and faculty.
• Serves as the Timetable Rep (TRep) for the Faculty of Applied Science on campus committees, and leads the coordination and training of TReps within the engineering Programs to ensure an organized and successful scheduling period.
• Provides consultation to UBC IT regarding scheduling and timetabling solutions.
• Seeks 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.
• Advises the senior management team regarding undergraduate engineering program teaching requirements and scheduling outcomes.
• Resolves systemic and non-routine engineering scheduling and individual course scheduling conflicts.
• Oversees APSC specific courses, schedules and waitlists.
• Corresponds with the Programs regarding program space availability throughout student registration process.
• Retrieves and assesses enrolment data to inform undergraduate Engineering program course scheduling and the creation of Engineering Timetables.
• Communicates critical information to advisors and programs in a timely manner, to inform student service and minimize service disruptions.

Other Duties

• Maintains 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.
• Maintains working knowledge of enrolment and registration cycle processes and procedures.
• Problem solves general system issues, and able to identify when to escalate issues
• Ensures user documentation for various system components meets the needs of users and is maintained with up-to-date information and accuracy.
• Responsible for communicating with Engineering Academic Services staff and academic departments regarding information systems changes that impact the functionality or reporting within other units.
• Compiles reports for EAS management team
• May supervise staff.

Consequence of Error/Judgement
The Scheduling Analyst is a representative of Scheduling Services and liaises with ES staff and various members of the university community including UBC IT, faculties and service units. This is a highly visible position, which has continuous contact with Enrolment Services staff and a very diverse university and public community. Projects coordinated by the incumbent will directly impact faculty, staff and student relationships with UBC and the outside community. Failure to adequately involve stakeholders could result in ineffective design of technologies to support business operations or the ineffective use of available technologies resulting in unnecessary work by faculty, staff and administrators. Inability to liaise appropriately with UBC IT could lead to unsustainable technology deployment or unnecessary downtime of systems which could negatively impact system availability for faculty and staff and service to students.

This is a key functional position within the Faculty of Applied Science and liaises with multiple internal and cross-campus colleagues to ensure successful enrolment of APSC student, through collaboration with Engineering programs and other Faculties and departments, analysis of historic enrolment data, detailed planning aligned with UBC timelines for scheduling and registration. Errors in design, interpretation or data analysis could have far-reaching consequences; for example, failing to meet enrolment targets, insufficient or ineffective resource allocation, and the continuation of poor policies and/or practices. Inadequate
preparation, and unsuccessful collaboration with partners can result in the loss of funds and/or staff resources, and incorrect actions or decisions may damage the careers of students and can lead to academic appeals or lawsuits, which could negatively affect the reputation of the Faculty and the University.

Supervision Received
This position works independently and within a team environment under the general direction of the Associate Director, Academic Systems, Enrolment and Registration. The incumbent has the authority to exercise judgement and make decisions, resolves general issues and provide services on matters on varying complexity in accordance with the University policies and best practices in Engineering Academic Services. Work is reviewed for overall effectiveness.

Supervision Given
Provides guidance and training to, staff across the Faculty who require knowledge and understanding of information systems and associated reports. The position provides direction and guidance to the Registration Support Specialist, as required.

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.