Senior Manager, Scheduling and Special Projects

University of British Columbia - Kelowna, BC (30+ days ago)

Apply Now

Job Posting

Job ID:

Kelowna - UBC Okanagan

Employment Group:
Management&Professional (AAPS)

Job Category:
Student Management

Classification Title:
Student Management, Level D

Business Title:
Senior Manager, Scheduling and Special Projects

UBCO-Provost & VPresident Acad

UBCO - Enrolment Services

Salary Range:
$82,302.00 (minimum) - $102,877.00 (midpoint) - $128,597.00 (maximum)

Full/Part Time:


Desired Start Date:

Funding Type:
Budget Funded

Closing Date:

Available Openings:

Guiding principle: "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.

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

Job Summary

The Senior Manager, Scheduling and Special Projects is responsible for the development and management of the transformational change of the scheduling function at the UBC Okanagan campus.
This change is notably substantial and complex in nature, affecting many stakeholders across the UBC Okanagan campus scheduling community and will take significant time, effort and resources to achieve. This role will be required to perform project management and strategic stakeholder engagement, and must build strong relationships with faculties and the scheduling community in order to enable stakeholders to effectively leverage the scheduling software and support the scheduling model.
As an advocate for continual business process improvement, this role will identify processes and systems needs and evaluate service solutions within the context of current and future existing student information systems. The Senior Manager, Scheduling and Special Projects provides leadership and influences policies and procedures pertaining to scheduling at the Okanagan Campus, which includes providing expertise and advice to faculty and staff on University scheduling policies and procedures.

Organizational Status

The Senior Manager, Scheduling and Special Projects reports to the Associate Director, Enrolment Services. This position will work collaboratively with other members of the Enrolment Services management team and with UBC Okanagan community. The Senior Manager, Scheduling and Special Projects will also work closely with Faculties and other staff at UBC Okanagan and Vancouver campuses, including UBC IT -Academic Systems, UBC IT - AV Services, Infrastructure Development, Facilities Planning, Campus Security and Building Operations).

Work Performed

Special Projects & Technology:
  • Conducts business analysis and external and internal research in order to create and recommend strategies to enhance operational effectiveness of the scheduling function
  • Develops strategies, identifies issues, researches best practices, assesses impacts and makes linkages between operational requirements and department-wide strategies
  • Drives the development, evaluation and project management of scheduling system modifications and enhancements
  • Leads a multi-functional and multi-unit consultation process and designs project plans that support the strategic development of the function
  • Responsible for making recommendations to transform processes within the scheduling function, evaluating what needs to be done, generating buy-in, ensuring that these tasks are done effectively, efficiently and consistently throughout the portfolio
  • Develops detailed project plans including scope, design, budget, schedule and project team responsibilities; monitors and reports on progress
  • Manages changes to the project scope, schedule and costs using appropriate verification techniques
  • Directs internal resources and third parties/vendors for the flawless execution of projects
  • Successfully manages the relationships with internal and external stakeholders
Directs the development, evaluation and project management of scheduling system modifications and enhancements.
  • Ensures resource availability and allocation by assigning work and providing instructions, advice, technical leadership and guidance to project staff; reviews work in progress and assesses completed work for accuracy, required results and quality assurance
  • Ensures that projects are delivered on time, within scope and within budget
  • Oversees the continuous development of the scheduling software and engages with UBC IT, the scheduling software vendor and Student Systems Management as necessary to ensure that the system is developed with a future focus.
Leadership and Oversight of Scheduling Services:
  • Provides strategic oversight of the scheduling function and guidance to the Senior Scheduling and Data Analysts, and Coordinator Academic Scheduling on the day-to-day operations of the scheduling function at the UBC Okanagan campus
  • Coaches the Scheduling Services team members to empower them to resolve complex scheduling/booking requests. Manages highly sensitive and unusually complex bookings which are inconsistent with approved policy and require leadership and expertise to bring about resolution.
  • Leads the ongoing evaluation of all services and processes provided by the unit, including developing measures for evaluating service/program effectiveness
  • Motivates and manages a team of staff. Leads and coaches the team of staff towards performance and service excellence.
  • Fosters an inclusive, collaborative and respectful team environment. Identifies and manages opportunities for staff to share knowledge and work cross functionally.
Supervision Received

Reporting to the Associate Director, Enrolment Services, this position will exercise independent judgment and will work in consult and work in collaboration with various members of the ES management team. This position will have latitude to make management decisions in alignment with ES strategic plans and goals and provides interpretations of policies as required. The Associate Director provides general guidance with minimal supervision given in regard to the day-to-day operation and projects

Supervision Given

Hires, trains, manages and evaluates the Scheduling staff and special project teams. When leading special projects, the Senior Manager, Scheduling and Special Projects will be required to provide supervision on projects involving other staff members, faculty, external stakeholders and/or students.

Consequence of Error/Judgement

This role is key to facilitating and supporting the academic mission of the university and enhancement to student learning and their experience. Ineffective management and leadership in scheduling services may lead to erosion of required working relationships with faculties, poor public relations, and loss of revenue for the University; thereby jeopardizing the reputation of Enrolment Services and the University. Poor people management, errors in judgment, and/or inconsistency in decision making could have significant effect on morale, employee retention, productivity and service excellence. The consequences of these errors could damage the credibility of the University and relationship between the University and its students. Service excellence could also be compromised by the failure to meet deadlines and effectively Plan and manage initiatives, projects, resources and stakeholder relations. Errors resulting in efficiencies could have an adverse financial impact on the Department.


Undergraduate degree in a relevant discipline. Minimum of five to six years of related experience or the equivalent combination of education and experience. Demonstrated managerial experience and proven ability to lead, coach and motivate staff.
Demonstrated ability to lead, influence and support organizational and cultural change.
Demonstrated ability to coach and manage cross functional support staff teams.
Demonstrated ability to collaborate and share expertise within a team environment.
Demonstrated ability and aptitude for progressive, creative and innovative thinking. Proven experience with analyzing data to inform decisions leading to enhancing efficiencies and align with organizational goals is required. Experience required in a service centered environment, preferably within student services.
Previous experience with scheduling software, Student Information Systems or other enterprise database solutions/customer relationship management systems preferred.
Sound and current knowledge on best practices in enrolment or student services an asset.
Experience applying technology to improve student and or client services an asset.
Proficiency with standard office software required. Demonstrated facilitation skills as a presenter and communicator with the ability to effectively facilitate discussions to achieve appropriate outcomes. Demonstrated interpersonal skills with the proven ability to use an inclusive approach to develop and cultivate relationships with students, faculty, staff and members of the external community. Previous experience with scheduling software, Student Information Systems or other enterprise database solutions/customer relationship management systems preferred.
Sound and current knowledge on best practices in enrolment or student services an asset.
Experience applying technology to improve student and or client services an asset.
Proficiency with standard office software required. Experience, preferably in a managerial capacity, in at least one of the following areas is preferred: academic course and examination scheduling and/or classroom and facilities management.
Demonstrated time management skills with the ability to effectively prioritize, multi-task and organize work. Experience with policy development, implementation and management required.
Experience in enrolment/student services policies, procedures and systems preferred.
Demonstrated accuracy and attention to detail, especially when working under pressure to meet deadlines.
Demonstrated ability to independently exercise superior judgment to make important decisions on complex matters which may fall outside of the scope of established policies.
Demonstrated commitment to continuous learning and development.

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.