Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Student Info Support 3b (Gr6)

Job Title

Scheduling & Registration Support Specialist-2

Department

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

Compensation Range

$4,449.00 - $4,676.00 CAD Monthly

Posting End Date

October 16, 2025

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

Job End Date

Ongoing

We are currently recruiting for two newly created positions within our Scheduling & Registration Support team:

• Scheduling & Registration Support Specialist – Position ID: P000208035
• Scheduling & Registration Support Specialist – Position ID: P000208036

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 Scheduling & Registration Support Specialist provides a variety of administrative support to the Registration team within APSC Central Student Services. This role focuses on course scheduling and exam coordination for both undergraduate and graduate students in the Faculty of Applied Science. The role also supports timetable creation, conflict analysis, student registration, academic progression reporting, and transfer credits administration for undergraduate students. This position will use a variety of student academic systems and technology to streamline workflows and deliver accurate, timely information to a variety of internal and external stakeholders. The incumbent also provides direct student support and advice and interprets university and faculty policies to resolve complex inquiries.

Organizational Status

The Registration team, led by the Associate Director, Academic Systems and Enrolment, is responsible for all systems used in the functional delivery of academic services. This includes scheduling, registration, awards and scholarships, transfer credit, academic promotion and graduation, Coordinated International Experience (CIE), and supporting students from the point of interest in the program through to graduation. The role and team are critical to ensuring our academic systems support the academic journey of our diverse student population. This role reports directly to an Academic Systems and Registration Lead

Work Performed

• Independently provides guidance and resolution on complex registration and scheduling issues using academic systems such as Scientia, Workday Student, and internal timetabling software.

• Provides support to the Academic Systems Team to ensure accurate and timely course scheduling for Applied Science undergraduate and graduate courses.

• Coordinates with APSC departments and schools to manage and resolve course conflicts, registration and scheduling issues.

• Schedules undergraduate and graduate courses, updates course information on Scientia, Web data Collector (WDC) and other academic systems to ensure a course is set up and published correctly, including room requirements, and instructor and TA assignments.

• Resolves complex issues around classrooms and unique course requirements.

• Schedule and update course information, including seat releases, course restrictions, requisites, and course exam requirements.

• Understands the course requirements of APSC courses within the departments and schools, and how this impacts timetables and student registration.

• Monitors and maintains wait lists, understands registration priority for courses, assesses student eligibility and registers students into an appropriate course section as space becomes available.

• Supports the registration of students in the BASc program or students wanting to register in APSC-owned courses.

• Processes registration forms in accordance with UBC policy and APSC Central Student Services guidelines, is able to identify incomplete requests, and provides clear explanations of outcome and alternative solutions when necessary.

• Provides exam scheduling logistics for the Faculty, ensuring requests are submitted on time.

• Disseminates course scheduling and registration information to advisors in a timely manner, to keep them informed of updates and changes to information and processes.

• Provides exam scheduling logistics for the Faculty, ensuring requests are submitted on time.

• Maintains and updates the Academic Progression Report in Workday.

• Proactively updates and maintains the registration information on the APSC Central Student Services website to ensure clear information and instructions related to UBC and APSC policy, process and Workday functionality.

• Interprets University and Faculty information, policies and procedures, to provide accurate and customized information to prospective and current BASc students.

• Responds to student inquiries in-person, by phone, and electronically, using discretion and sensitivity. Assesses inquiries and requests, identifies non-standard inquiries or at-risk behaviour and triages appropriately.

• Investigates and resolves complex issues, escalating only those without precedent or policy coverage.

• Prepares reports and analyzes registration and enrolment data to help support informed decisions.

• Supports the development of administrative processes to increase efficiency and ensures training manuals, documentation, and databases are kept up to date.

• Embraces new knowledge about advances in technology and learning initiatives at the university and applies this knowledge to the delivery of service to students.

• Assists with transfer credit processes and supports other student services portfolios during peak periods.

• Testing system enhancements and upgrades, identifying problem areas, recommending process improvements, and providing feedback central for system development.

• Provides administrative support, including room bookings, course syllabi and exam requirements collection, and meeting minutes

• Other related duties as required.

Consequence of Error/Judgement

Decision-making is based on a thorough knowledge of the policies and procedures of the University and the Faculty of Applied Science. The Scheduling & Registration Support Specialist is expected to work to a high level of detail and accuracy. They must exercise a great deal of judgement and initiative in handling matters of both a routine and non-routine nature, requiring the careful interpretation of University and Faculty policies, procedures and guidelines.

Poor performance, including inaccurate work, incorrect information provided to stakeholders, and missing deadlines, affects the reputation and credibility of Engineering Academic Services, the Faculty of Applied Science and the University. Errors in judgment, failure to act promptly, or lapses in decision-making could have negative financial, academic, and personal consequences for students, including difficulty in attaining their educational goals and possibly a delay in graduation. Poor performance negatively impacts our reputation, relationships and future work to deliver student-centred services with our internal and UBC partners.

Supervision Received

Reports to an Academic Systems & Registration Lead. The Scheduling & Registration Support Specialist works with initiative, autonomy, and collaboratively within the APSC Central Student Services team, staff and faculty within the Faculty of Applied Science, Program Advisors, Enrolment Services, other Faculties and stakeholder groups.

Exercises considerable judgment in selecting and interpreting information to determine the outcome. Determines data and inputs needed to make informed decisions. The position duties are governed by broad instructions and policies, involving frequently changing conditions and priorities.

Supervision Given

None. Assists in the training and onboarding of new staff members.

Minimum Qualifications

• High School graduation, plus one year post-secondary diploma, plus 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

• Experience in course scheduling and registration systems would be an asset, especially with knowledge of UBC academic systems: Scientia, Workday, WDC, OAMS, etc.

• Intermediate to advanced level in Microsoft 365 Office applications, Adobe Acrobat.

• Advance Excel knowledge, including data analytics and reporting, is an asset.

• Must have an aptitude to learn new systems, processes, and engage with confidence and accuracy.

• High attention to detail and accuracy

• Ability to appropriately triage inquiries and resolve complex issues.

• Ability to analyze problems, identify key information and issues, and effectively resolve.

• Strong initiative, time management, prioritization skills, and work under pressure to meet deadlines and demands of a busy office.

• Ability to exercise discretion, tact, and sound judgment.

• Ability to communicate effectively verbally and in writing.

• Must be able to exercise a great deal of judgement and initiative in dealing with administrative matters where there are no established policies, procedures or guidelines.

• Ability to be flexible to work outside of normal hours when required.