Scheduling Coordinator

Staff - Union
Job Category
CUPE 2950

Job Profile

CUPE 2950 Salaried - Classroom/Exam Coord 4 (Gr8)
Job Title
Scheduling Coordinator
Department
Operations | Scheduling Services | Student Records and Scheduling | Enrolment Services
Compensation Range
$4,739.00 - $5,102.00 CAD Monthly
Posting End Date
March 1, 2026

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

Job End Date

Ongoing

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.

Job Description Summary

This position is responsible for providing a variety of Scheduling Services support at UBC Vancouver campus. Scheduling Coordinator provides support for processes and inquires which include course and examination (final exams, Distance Education, Standing Deferred & Supplemental) timetable development, making ad hoc (internal/external) classroom bookings using Student information system and scheduling automated system and organization of DE, SD & S exams.

Develops and provides training sessions to faculty and staff in the processes and procedures at UBC Vancouver and use of student system. Responsible for the maintenance and preparation of various statistical reports, manuals and promotional materials as required. Responsible for generating and analyzing scheduling reports to ensure efficient use of space. Resolves the more complex scheduling issues as required. This position s duties will be performed on a rotational basis with other team members depending on the cycle of each main area of responsibility.

Organizational Status

This position reports to the Manager, Scheduling Services and receives direction from Scheduling Supervisor. Maintains close contact with Enrolment Services staff in Okanagan to ensure consistent service delivery. The individual interacts with other administrative staff in the Faculties, Continuing Studies, Student Housing and Hospitality, Student Development, AMS and external vendors in relation to scheduling issues. Maintains close contact with the administrative and faculty units eracts on a continuous basis with students and liaises with the Centre for Teaching, Learning and Technology, and Access and Diversity.

This position liaises with UBC Campus Security, Custodial and Secure Access Services, RCMP and the Fire Department. Interacts with Student Financial Services on fee and payment related issues as well as payroll for invigilators. Liaises with other institutions and organizations to arrange for UBC students to write exams.

Work Performed

1. Provides information and scheduling services to faculty, staff, students and the general public by:

* Providing direction, guidance and information to faculty, staff and students. Service areas include course and exam scheduling, internal and external ad hoc room bookings, Distance Education and Standing Deferred and Supplemental exam administration

* Oversees the overall workflow of the University s course scheduling, classroom scheduling, exam scheduling, and ad-hoc room booking.

* Creates, prepares, and coordinates the University s overall course schedule, including developing standard timetable and allocating general teaching space in accordance with the priorities set out by the Scheduling Services.

* Creates, prepares, and coordinates the University s overall exam schedule, including the schedule for formal exam, external exam, and ad-hoc exam. Performs detailed analysis of student registration, course distribution, academic and departmental requirements for each exam period. Assigns examination space in accordance with the priorities set out by the Scheduling Services.

* Responding to enquiries by phone, mail and email

* Acting as a resource person and referring students to the appropriate faculty, department, or service office as required

* Keeping current on changes to policies and procedures related to Scheduling Services /Enrolment Services processes.

* Organizing and coordinating exam invigilators and exam centres by gathering information from students, faculty and units. Ensures hours and invoices are submitted to Payroll

* Working collaboratively with various departments to collect data and resource requirements for all examinations (final exams, DE and SD&S exams) and course scheduling at UBC Vancouver

* Processing rental agreement contracts, calculates fees and performs billing, collects payments and proof of insurance

* Coordinating the after-hours locking/unlocking of buildings for events by communicating with Custodial Services and Secure Access Services.

2. Trains faculty and staff in the processes and procedures at UBC Vancouver and the use of student and scheduling systems by:

* Developing and delivering training to faculty and staff members in the use of…