Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Student Management, Level B

Job Title

Academic Systems & Registration Lead

Department

Admissions and Enrolment | Engineering Student Services | Dean's Office | Faculty of Applied Science

Compensation Range

$6,747.50 - $9,701.42 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

October 12, 2025

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

Job End Date

Ongoing

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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 Summary
Applied Science Central Student Services is a shared service unit across the Faculty of Applied Science (APSC) including Engineering, the School of Community and Regional Planning, the School of Biomedical Engineering, and the School of Architecture and Landscape Architecture. The unit is dedicated to being an efficient and consistent source of academic, career, and professional development services and support for students through their academic journey in APSC. APSC Central Student Services unit has 4 teams; the APSC Co-op, Experiential Learning and Professional Development team, the Undergraduate Academic Advising Team, the Graduate Academic Programs and Advising Team, and the Academic Systems Team all under the leadership of the Director, APSC Student Services.

The Academic Systems & Registration Lead is responsible for project management and delivery, system support, testing, training and development of business processes. The position requires a working knowledge of course scheduling, student registration, timetable management, student communications, degree audit, enrolment and promotion, in the Faculty of Applied Science. This position is responsible for the complex scheduling and timetabling for undergraduate and graduate students across the Faculty. In addition to supporting undergraduate student registration in Engineering programs. They will work in close collaboration with all departments and programs in the Faculty of Applied Science, other units in Enrolment Services, and cross campus partners in other Faculties.

This position ensures that new and existing academic systems and processes are efficiently designed, developed to meet the demands of students’ registration and support academic advisors within the Faculty.

Organizational Status
The Academic Systems Team, is part of the APSC Central Student Services, led by the Associate Director, Academic Systems and Enrolment, is responsible for all systems used in the functional delivery of academic services. This Academic Systems Team deliver course scheduling for all undergraduate and graduate student in Applied Science, student registration and timetable management, student degree audit, transfer credits and Coordinated International Experience (CIE). The role and team are critical to ensuring our academic systems and processes support the academic journey of our diverse student population. This role reports directly to the Associate Director and works closely with the departments and schools in the Faculty.

Work Performed
Manages and leads the undergraduate and graduate course scheduling for Applied Science.

• Evaluates and reviews undergraduate and graduate course schedules to create conflict free schedules, and proactively resolves issues to ensure UBC central deadlines are met.

• Collaborates and negotiates with other departments, units and Faculties to ensure access to appropriate service courses, classroom space, instructor assignment and schedule is allocated to ensure a complimentary schedule for APSC timetables.

• Creates all first-year engineering timetables optimizing course combinations for scheduling to meet the needs of students and academic departments.

• Oversees course resourcing, ensuring that classrooms and other facilities are utilized optimally.

• Manages and supports course registration, including waitlists, course conflicts and troubleshoots registration issues.

• Resolves systemic and non-routine scheduling and individual course scheduling conflicts.

• Maintains working knowledge of enrolment and registration cycle processes and procedures.

• Develops student facing websites and communications, to provide timely and clear resources and information regarding registration and academic progression.

• Represents the Faculty of Applied Science on campus committees, relating to scheduling and registration.

• Work proactively and collaboratively with other departments, units and Faculties, to develop knowledge and understanding of an issue, troubleshooting issues, adaptation processes to ensure a positive and student centered resolution

• Seeks opportunities for systems and process improvements, and innovations in order to improve service to students and collaboration with departments inside and out of the Faculty of Applied Science.

• Analyzes appropriate data sets to make informed decisions regarding course scheduling, registration and student enrollment. Provides reports and recommendations to the senior management team to inform APSC strategic priorities.

• Engages with new software and maintains current knowledge of all information systems, software and processes employed by the APSC Central Student Services team. Provides training and timely updates to staff.

• Reviews and participates in the development, testing and feedback of design usability information systems and software to ensure they are intuitive and functional.

• Engages and leads business process improvement, ensuring a student-centered approach is prioritized.

• Provides training and consultation on the configuration of academic systems and processes such as course set up, registration management, academic audit, and provides recommendations on internal processes.

• Designs, develops, implements and evaluates end-user training for the Faculty.

• Communicates process and system changes, evaluates the impact on other internal processes and ensures staff and faculty have up to date knowledge and deliverables. Through messaging, training, and documentation.

• Reviews and evaluates curriculum or policy changes and proactively identifies impacts on scheduling, student promotion and continuation.

• Ensures policies and academic requirements are correctly programmed and function in Workday Student.

• Provides support for key academic processes, such as graduation and sessional evaluation, ensuring students records are accurate, up to date and provides system support when needed.

• Maintains and implements Academic Progression Report which accurately reflects curriculum changes and course approvals. Works closely with Enrolment Services to ensure the updates are accurate and timely.

• Participates in the recruitment, hiring and training of advisors and other staff as needed.

• Performs other related duties and responsabilities as required

Consequence of Error/Judgement
This is a key position within the Faculty of Applied Science with responsibility for delivering strategic scheduling and registration operations, improving student services through systems and process improvement. Uninformed decision making, process development and misinterpretation of policies can impact the quality of services and support delivered to students in the Faculty. This may negatively impact the ability to attract and retain excellent students, insufficient or ineffective resource allocation, damage the academics, graduation or careers of students, which could negatively affect the reputation of the Faculty and the University.

Supervision Received
This position works within a team environment under the general direction of the Associate Director, Academic Systems and Enrolment. The Academic Systems & Registration Lead has the authority to exercise judgement, and independent decision-making ability to provide services on matters on varying complexity in accordance with the University policies and best practices in student services. Work is reviewed in terms of achievement of specific goals, and for overall effectiveness.

Supervision Given
This role will directly manage CUPE 2950 roles, Management & Professional roles, and any temporary staff within the Academic Systems team. This role will provide mentorship and support to peers and oversee the involvement of colleagues on student and faculty information systems projects.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three to four years of related experience, or an equivalent combination of education and experience.

• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Ability to learn new software and technology quickly via self-exploration and experimentation and use these resources in Applied Science Central Student Services operations.

• Strong organizational, planning, and time management skills. Ability to effectively manage multiple projects, priorities, tasks, and demands.

• Ability to analyze problems, test system functionality and identify key information and issues, and effectively resolve them.

• Ability to synthesize and interpret information from several sources. Demonstrated ability to analyze data and ability to logical apply data to make informed scheduling and registration decisions.

• Advanced skills with MS360 Office is essential; Advance skills, management and manipulation of excel spreadsheets is essential.

• Attention to detail, and a high degree of accuracy in work.

• Excellent communications skills (oral, written and presentation).

• Exceptional interpersonal skills and experience working with people from different backgrounds is required. Ability to develop and maintain positive relationships, and exercise tact and discretion.

• Ability to work well under pressure, prioritize work, and meet deadlines

• Experience with UBC systems (Scientia, OAMS, SharePoint, AAP, Workday Student and associated applications) would be an asset.

• Ability to analyze and interpret university policies and regulations related to programs and students.

• Ability to exercise good judgment and initiative in handling non-routine matters.

• Ability to work both independently and within a team environment. Demonstrated management skills.