Scheduling Operations Assistant

About the Role

Working within the Scheduling department in the Office of the Registrar, this is a flexible position whose work schedule is variable and may include an irregular schedule of not less than three (3) hours per shift and up to thirty-five (35) hours per week. It is estimated that this role will work approximately 20-35 hours per week, though this is subject to change depending on operational needs.

Reporting to the Assistant Registrar, Scheduling, the Scheduling Operations Assistant supports essential scheduling operations related to the creation of fall, winter, spring, and summer credit and non-credit course schedules, final exam scheduling, ad-hoc room bookings, and final exam support services. This role contributes to the scheduling of almost 4,000 courses each semester, serving approximately 15,000 students and hundreds of faculty members. The position involves working with the Infosilem Academic Suite scheduling applications and multiple cross-functional student information systems. This position may also occasionally provide some general administrative support, or operational support for other functions in Enrolment Management.

Responsibilities

Academic Schedule Change Requests - 70%

• Analyze and action departmental academic schedule change requests, ensuring adherence to institutional policies and resource constraints

Other Scheduling Support Tasks - 20%

• Assign instructors to courses in the student information system
• Pull instructor assignment reports and send to academic departments
• Assist with the creation of Prior Learning and Recognition (PLAR) and Directed Readings courses in the student information system
• Assist with the administration and space setup of credit final exams
• Assist with credit ad-hoc and general ad-hoc room bookings
• Monitor and respond to inquiries received through the shared Scheduling email account

General Administrative Support - 5%

• Coordinate and support scheduling for team, departmental, and faculty meetings
• Maintain and update distribution lists and shared contact databases
• Record, distribute, and track meeting minutes and action items
• Edit and review content for websites, reports, and departmental communications
• Create and distribute basic surveys to support planning initiatives and feedback collection

Other Enrolment Management Support - 5%

• Provide support to other enrolment functions during peak periods, such as student inquiries, filing, event support, or other operational tasks

Qualifications

• Minimum Two-Year Diploma from a University or Equivalent or Journeyman Ticket
• Minimum one year of post-secondary work experience -- preference will be given to applicants with greater experience and/or experience working in Scheduling and/or the Office of the Registrar
• Experience using Infosilem, Banner, and Argos or similar softwares strongly preferred
• Experience working with university academic policies, procedures, and enrolment management processes
• Strong data entry skills and high level of attention to detail
• Excellent communication, writing, and interpersonal skills, with the ability to collaborate across departments
• Ability to handle high stress situations, particularly with competing deadlines, by staying organized, prioritizing effectively, and maintaining attention to detail.
• Experience working directly with diverse stakeholders, including those in high-level roles (e.g., faculty, academic leadership)
• Skilled in Google applications, including Gmail, Calendar, Drive, Documents, Sheets, among others
• Strong technical aptitude
  

Salary: $23.64 per hour 

Closing Date: Open until suitable candidate is found - applications will begin being reviewed on September 1, 2026

A resume should be submitted in one .pdf document. Please title your .pdf document as follows: [Last Name]_[Requisition Number]_[Document Title].pdf (ex. Smith_1234_CV.pdf).