Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Student Management, Level C

Job Title Manager, Scheduling Services

Department Scheduling Services | Scheduling, Records and Systems Management | Enrolment Services

Compensation Range $7,071.58 - $10,169.00 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date January 13, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date Mar 14, 2025

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Summary

The Manager, Scheduling Services, working alongside the Unit leadership, is responsible for leading the delivery of scheduling services at the UBC Vancouver campus. This role is responsible for development, delivery and evaluation of scheduling services, and participates in the development, implementation and evaluation of the knowledge transfer and training strategy to ensure the effective adoption and sustainment of implemented scheduling systems and processes for the UBC timetable community and other key stakeholders including Enrolment Services.

This role will lead and manage the effective and efficient operation of course scheduling, academic examination and non-academic events, as well as partner closely with Academic Units, Infrastructure Development, Campus Security, Building Operations, Facility Planning and IT to provide effective management of UBC scheduling process. The Manager, Scheduling Services, must analyze and synthesize enrolment and course scheduling data to support operational duties around academic course and exam scheduling.

The Manager, Scheduling Services manages and influences policies and procedures pertaining to scheduling at the Vancouver Campus, including provide expertise and advice to faculty and staff on University scheduling policies and procedures.

Organizational Status

The Manager, Scheduling Services reports to the Associate Director, Scheduling Services. This position will work collaboratively with other members of the Enrolment Services management team. The Manager, Scheduling Services will work closely with Academic Units and staff at UBC Vancouver and Okanagan campuses, including UBC IT -Academic Systems, UBC IT - AV Services, Infrastructure Development, Facility Planning, Campus Security and Building Operations).

The Manager, Scheduling Services serves as an UBC representative on scheduling issues for internal UBC and external organizations and agencies (i.e. scheduling software vendor - Scientia, Timetable Representative Committee, Housing and Conferences). This position will represent ES on teams, committees, and working groups internal and external to ES.

Work Performed

• Manages the scheduling operations to ensure accurate, efficient and courteous service delivery to faculty, staff, and the general public.
• Manages and influences policies, guidelines and procedures pertaining to the newly implemented scheduling model at the Vancouver Campus, including provide expertise and advice to faculty and staff on University scheduling policies and procedures. Ensures scheduling procedures are understood and adhered to, course and exam scheduling plus ad hoc booking processes are executed promptly and efficiently in order to meet established deadlines.
• Participates in the strategic review and the transformational change of the scheduling function; participates in the implementation of the knowledge transfer and training strategy
• Conducts the analysis and assessment of the impact of changes in policies, guidelines and procedures on the scheduling operations; and makes recommendations, implements, evaluates and manages appropriate modifications to systems and procedures.
• Analyzes and assesses enrolment and course data to support operational decision making around academic course and exam scheduling.
• Manages complex problems associated with scheduling/booking requests and provides leadership and subject matter expertise to resolve complex problems arising from conflicting demands for limited space and problems caused by various requests involving scheduling of classes, examinations, non-instructional events and conferences in collaboration with departmental staff and/or faculty.
• Responsible for publishing the UBC Course Schedules and the Final Examination Schedules.
• Analyzes, assesses and create reports on enrolment data to support operational decision making around academic course and exam scheduling.
• Responsible for HR-related issues including managing, hiring, and the evaluating CUPE and M&P staff
• Interprets, advises and trains on Scheduling guidelines, policies, procedures and scheduling systems. Identifies opportunities for scheduling changes where applicable.
• Oversees and maintains unit budget on operational revenue and costs (supplies) and oversees staff responsible for invoicing and collecting payment for services such as invigilation services at national and international exam centres, external room bookings, etc.
• Develops and is responsible for the web content in relation to Scheduling information
• Develops, documents and coordinates scheduling training manuals and training processes
• Produces requirements using interviews, document analysis, business process descriptions, scenarios, business analysis, task, and workflow analysis for scheduling project planning
• Critically evaluates information gathered from multiple sources, reconciles conflicts, breaks down high-level information into detail, determines complexity from low-level information into a general understanding and distinguish user requests from the underlying needs
• Leads in the development, evaluation and project management of scheduling system modifications and enhancements.
• In support of University learning space management, partners with Infrastructure Development and Facilities Planning to conduct research, analyze, develop reports, and make recommendations on space
• Manages ad hoc and bookings in alignment with increasing the communities use of learning, cultural and outdoor venues on UBC Vancouver campus and sites.
• Responsible for identifying, planning and implementing business process improvements.
• Partners with UBC IT and Student Systems Management to ensure the scheduling system interacts effectively in relation to the Student Information System
• Collaborates with IT on systems upgrades, systems and project implementations, establishing timelines and guidelines, developing, implementing and executing test plans, analyzing individual process components, identifying problem areas, recommending and implementing new processes
• Provides leadership and foresight on scheduled events and their potential implications on students, faculties and the community. Liaises with other campus departments and external services to facilitate enhanced student experience and effective community planning
• Performs other duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement

This role is key to facilitating and supporting the academic mission of the university and enhancement to student learning and their experience. Poor management of academic course and exam scheduling can lead to course section cancellations or inferior course and exam schedules for students resulting in a negative impact on faculties and student (and their experience). Ineffective management and leadership in scheduling services may lead to erosion of required working relationships with faculties, poor public relations, and loss of revenue for the University; thereby jeopardizing the reputation of Enrolment Services and the University. Poor people management, errors in judgment, and/or inconsistency in decision making could have significant effect on morale, employee retention, productivity and service excellence. The consequences of these errors could damage the credibility of the University and relationship between the University and its students. Service excellence could also be compromised by the failure to meet deadlines and effectively plan and manage initiatives, projects, resources and stakeholder relations. Errors resulting in efficiencies could have an adverse financial impact on the Department.

Supervision Received

Reports to the Associate Director, Scheduling Services. Works in collaboration with other staff in Scheduling, Records and Systems Management, and Enrolment Services. Is expected to meet performance goals and expectations, and will undergo regular performance reviews. Works under general guidelines and procedures, without direct supervision. The incumbent must exercise initiative and sound judgment.

Supervision Given

Manages a team of CUPE and M&P staff. Conducts performance reviews, provides coaching, and actively seeks out professional development opportunities while coordinating daily workflow and workload of staff. Trains all direct reports. Responsible for hiring, discipline and evaluation of staff.

Minimum Qualifications

- Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own
- Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Undergraduate degree in a relevant discipline or equivalent combination of education and experience.
• Minimum of four to five years of related experience or the equivalent combination of education and experience.
• Managerial experience (having direct reporting staff and overseeing workflow) required, preferably within a post-secondary environment.
• Five years of related work experience (preferably within a University environment) or a student/customer services-related function, with a strong emphasis on systems, reports and data analysis.
• Previous booking and scheduling experience required, preferably in course, curriculum or facility scheduling.
• Previous data analysis and reporting experience required
• Demonstrated ability to take initiative, prioritize tasks and meet deadlines.
• Effective oral and written communication skills, including the ability to interact effectively and diplomatically with students, staff, faculty and the general public in tense and stressful situations.
• Ability to multi-task, meet deadlines and maintain a high level of accuracy in a high volume, fast-paced environment.
• Ability to research, study, learn, problem solve, resolve conflicts, and employ mature judgment.
• Able to act as the main point of contact in matters which require a high level of sensitivity.
• Proven multi-tasking skills; ability to work under pressure, to handle heavy volumes during peak periods, to meet demanding deadlines, and to work accurately with frequent interruption, while motivating team to success.
• Ability to work both independently and as a team member.
• Computer experience required, including proficiency in MS Office
• Ability to provide on-the-job training and orientation and to plan, schedule and review the work of other employees who may assist the Scheduling operation to effectively meet deadlines.

University of British Columbia