Scheduling and Curriculum Specialist

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Posting Information:
This posting is for an existing vacancy.

Internal posting deadline expires Thursday August 13th at 11:59 PM

Job Description:

Primary Purpose

The Scheduling and Curriculum Specialist is responsible for managing and executing a range of academic scheduling, curriculum and examination functions across the School. This role serves as the primary contact for School Scheduling and works collaboratively with faculty, instructors, and campus partners to build term schedules and coordinate final examinations. The incumbent ensures data integrity and compliance with university policies and timelines, while also supporting room bookings, managing space usage data, and analyzing trends to inform strategic resource decisions.

Key Accountabilities

Academic Scheduling Coordination

• Lead the development and execution of the master teaching schedule in collaboration with Associate Directors and Program Manager, ensuring optimal use of resources and alignment with student demand and updating the scheduling forecast tool.

• Act as the School Timetable Representative, serving as the liaison between the Faculty, Program Areas, and the Registrar’s Scheduling Office

• Manage the scheduling of academic courses, final exams, and classroom allocations; resolve conflicts and provide contingency plans as needed.

• Collect, code, and validate scheduling data including instructor availability, course combinations, time, and room constraints.

• Liaises with the Registrar’s Office and Scheduling to ensure timely and accurate academic data and scheduling.

• Coordinate the development and submission of academic timetables each term in collaboration with School administrators.

• Input data into scheduling tools and ensure compliance with scheduling policies, academic progression requirements, and accessibility needs.

• Monitor and resolve scheduling conflicts, data inconsistencies, and room assignment issues in consultation with units and Scheduling.

• Reconcile PCS sections to support student course selection and access to required courses.

• Works with the Associate Director, Undergraduate Studies on issues related to room bookings, timetable changes and undertakes special projects.

• Responsible for course changes, obtaining approval and submitting approved changes for the “Schedule of Classes”, and communicating the changes to the Program Manager, Advisors, instructors, Program Director, students, and other UW departments.

Curriculum Management

• Responsible for curriculum submissions, consulting with the Program Manager.

• Coordinate cyclical curriculum review processes and support academic units in implementing approved curriculum changes.

• Provides support to the Program Manager, Associate Director, Curriculum, and the Curriculum Committee

• Ensure curriculum information is disseminated in an effective and timely manner amongst various stakeholders (Curriculum Committee, Assessment Committee, staff, faculty, students, Pharmacy graduate studies, etc.)

• Manage the curricular mapping database

• Update and monitor course descriptions and other information published in the Undergraduate and Graduate Calendars and Course Catalog to ensure accuracy.

• Participate in the Undergraduate Affairs Group (UGAG) and Graduate Affairs Group (GAG) meetings.

Examination Coordination

• Coordinate the examination schedule for Arts undergraduate courses in partnership with the Registrar’s Office and instructional staff.

• Track and resolve exam scheduling conflicts, including those related to student accommodation and exam room availability.

• Maintain accurate records of exam scheduling, logistics, and accommodations.

• Request mid-term dates to professors and share the calendar with them in order to guarantee that they will provide accommodations when appropriate.

• Ensure that examination timelines and data submissions align with university requirements.

Classroom and Space Resource Support

• Support internal room booking processes for academic and non-academic use within the Faculty of Arts.

• For School classrooms, maintain and update room asset information, including usage, capacity, and instructional setup.

• Liaise with Plant Operations and Instructional Technologies and Media Services (ITMS) to ensure teaching spaces are equipped and functioning appropriately.

• Analyze classroom utilization data to inform space allocation decisions and instructional planning.

• Promote adherence to fair use policies and standard meeting patterns.

Data Accuracy and Compliance

• Ensure accurate data entry in all scheduling, room booking, and exam coordination systems.

• Validate compliance with University academic regulations, term deadlines, and Faculty-specific policies.

• Maintain current documentation of scheduling workflows, policies, and operational guidelines.

• Audit and reconcile scheduling data and room records to ensure accuracy and integrity across systems.

Communication, Collaboration, and Continuous Improvement

• Provide guidance and training to department staff on scheduling tools, procedures, and timelines.

• Develop and distribute reports and communications to departmental administrators, Associate Deans, and other stakeholders.

• Work collaboratively with central university units (e.g., Scheduling, Registrar’s Office, AccessAbility Services) and internal Arts units to deliver efficient services.

• Participate in end-user testing and feedback cycles for scheduling system upgrades (e.g., Infosilem, Ad Astra, PeopleSoft).

• Support the ongoing maintenance of scheduling resources on internal platforms (e.g., SharePoint).

• Contribute to university-wide initiatives such as the scheduling cycle, policy development, and the activities of scheduling governance groups (e.g., UTC, PACT).

• Identify and recommend opportunities to improve scheduling and examination processes, policies, and systems.

• Serve as a backup to the advisors during absences or peak advising periods.

Required Qualifications

If hiring today, what would be the required education, experience, knowledge, skills and abilities?

Education

• Post-secondary degree/diploma or equivalent education and experience with preference given to candidates with experience with scheduling.

Experience

• 1-3 years of experience in academic scheduling, timetabling, or administrative coordination in a post-secondary setting.

• Experience working with student information systems and scheduling software (e.g., Infosilem, Quest, Kuali, and Microsoft Excel).

• Familiarity with university policies related to academic operations and exams.

Knowledge/Skills/Abilities

• Excellent interpersonal and communication skills, oral and written; proven ability to interact across campus with students, faculty and staff.

• High standard of excellence in work performance at the detailed level.

• Ability to work under pressure and flexibility to deal effectively with change.

• Proven organization and time-management skills; able to manage multiple priorities with tight deadlines.

• Sound judgement, tact, diplomacy and problem-solving skills.

• Demonstrated ability to work independently and in a team environment.

• Basic knowledge of MS Word, Excel, PowerPoint and Access

• Proficient with MS Outlook and Quest (course selection and enrolment; course override entry; student academic records) is highly desirable.

• Knowledge of University of Waterloo policies and procedures are an asset.

Equity Statement
The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.  As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
Positions are open to qualified candidates who are legally entitled to work in Canada.
The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at [email protected] or 519-888-4567, ext. 45935.