Coordinator of University Scheduling Services in Kamloops, British Columbia at Thompson Rivers University

Applications will be reviewed commencing the “closing date for internal CUPE applicants” and may continue until the position is filled.

Internal CUPE applicants must submit their application by 4pm on the “closing date for internal CUPE applicants” for their Seniority to be recognized. Applications received after the "closing date for internal CUPE applicants" will be considered alongside external applicants.

Reporting to the Assistant Registrar, Student Information Systems the Coordinator of University Scheduling Services ensures effective daily operations of the Scheduling Services team and related software systems for the scheduling of instructional space, examinations and ad hoc room bookings including troubleshooting, training of new staff, and training of end users. This position is required to meet with academic departments on a regular basis to understand their scheduling needs and recommend scheduling solutions to meet those needs within the greater context of TRU’s available space and resources.

MAJOR DUTIES & RESPONSIBILITIES

1. Acts as lead on coordinating the work activities of the academic scheduling team in the production of fall, winter, and summer academic course schedules and related final exam schedules.
2. Manages and maintains overall course catalogue and scheduling data of academic departments through regular monitoring and analysis to ensure information is up-to-date and accurate.
3. Meets with academic departments to understand their scheduling needs and recommend scheduling solutions.
4. Manages the room booking functionality and software by coordinating ad hoc room bookings to ensure optimal space utilization throughout the university.
5. Liaises frequently with the Facilities department to maintain working knowledge of room configurations and capacities across campus.
6. Balances the scheduling needs of various academic departments across space and resources of the university.
7. Plans and delivers communications with stakeholders across the university with respect to schedule development timelines, release and testing of draft schedules, and publication of schedules for student use.
8. Works closely with the Assistant Registrar and other members of the Student Information Systems team to ensure the functional aspects of scheduling systems and outcomes are compliant with TRU policies and procedures and are operating properly.
9. Troubleshoots related issues through a variety of means including providing training, fixing, or escalating the issue to other team members, other departments within the University, or external agencies/consultants.
10. Provides expertise in developing, preparing, maintaining, and analyzing various reports in relation to scheduling and space utilization under the direction of the Assistant Registrar. Works closely with Integrated Planning and Effectiveness Department analysts and managers.
11. Researches, recommends, prepares, and establishes new procedures and processes in consultation with Scheduling team members, Student Information Systems team, and academic departments.
12. Collaborates with other TRU stakeholders on developing standards and procedures by participating in institutional committees.
13. Responsible for functional testing, test plan development and training manuals for scheduling technologies.
14. May represent TRU on various working groups and committees within the province.
15. Keeps up to date with new scheduling technologies and leverages them to promote improvements/functions in the scheduling area.

REPORTS TO
Assistant Registrar, Student Information Systems

EDUCATION:

• Bachelor’s degree preferably in Computer Science, Information Systems, or related field

EXPERIENCE:

• Five years’ related experience including at least:
  • Two years’ experience with scheduling technologies and relational databases, in a postsecondary education setting
  • One year experience successfully leading a project team and/or coordinating the work of others, in a postsecondary education setting

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Ability to provide excellent service while dealing courteously and tactfully when interacting with others, even when faced with challenges and obstacles
• Ability to fully understand and explain complex process and procedures to non-technical end-user staff and faculty both verbally and in writing
• Ability to design documentation for change management and end user training
• Excellent organizational skills with proven ability prioritizing own workload as well as the work of others while working under pressure to attend to fine details, produce accurate work and meet deadlines
• Ability to use policy and departmental procedures to problem-solve day-to-day issues
• Proficiency with office software skills – spreadsheet, communications, reporting and word processing
• Demonstrated ability to work independently as well as collaboratively within a team setting
• Ability to exercise good judgment, flexibility and initiative when performing tasks and interacting with others

WORKING CONDITIONS

• Sitting at desk and computer for long periods of time
• General office conditions

NOTE: To learn more about Thompson Rivers University or living in Kamloops or Williams Lake please visit our Careers website. External Candidates invited to interview will be required to bring a copy of their transcripts to the interview.