University of Waterloo

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Scheduling Specialist & First Year Engineering Assistant

Scheduling Specialist & First Year Engineering Assistant

Requisition ID 
Job Category  
2300 - Eng Undergrad Office
Job Status 
Temporary Appointment (Contract)
Hiring Range 
$44,335 - $55419

More information about this job


Term: 5 months


Undertake all scheduling and student sectioning responsibilities for first year courses and upper year general engineering courses in collaboration with the Associate Director of First Year Engineering (FYE). Provide assistance and support to the Director and Associate Directors of First Year Engineering in conjunction with the Administrative Coordinator of First Year Engineering.



  • Extensive use of UW Infosilem scheduling system to assist the Associate Director of First Year on scheduling matters
  • Codes and implements course selection for first year engineering
  • Mounts courses in preparation for Course Enrolment Management
  • Enrols students who are in the Reduced Load Program (RLP) or repeating the term
  • Arranges rooms for the following: mid-term and final examinations; assignment of students for Practice Test; extra lecture and tutorial rooms as required
  • Manages teaching lab bookings (i.e. WEEF and Multi-media) for term lectures and one-time functions
  • Updates the Resource Booking System and arranges Information Technology (IT) support if required
  • Extensive contact with instructors regarding exam scheduling and course requirements/constraints
  • Updates the course capacity and reserves on the Schedule of Classes
  • Creates the course schedule for all First Year disciplines
  • Uses Infosilem to code course information, instructor constraints, set and force times of courses, academic blocks and instructor assignments into Infosilem
  • Allocates rooms for lectures, labs and tutorials
  • Reviews the Academic Blocks to ensure accuracy
  • Liaises with other timetable representatives including other Faculties to resolve scheduling conflicts
  • Gathers teaching assignment information from engineering, math, physics and earth and environmental sciences
  • Co-ordinates all scheduling components for first year General Engineering (GENE) courses plus exam and proctor assignments for upper year GENE courses
  • Assists with scheduling of fundamental sessions for first year engineering students
  • Manages and processes all Faculty time change requests
  • Attends scheduling related meetings on behalf of the Associate Director, FYE when necessary(i.e. Lean Higher Education Network)

Student Advisement and Support

  • Investigates inquiries and facilitates resolution of academic problems, conflicts, and concerns
  • Assists students with Faculty and University policies and procedures
  • Advises students on academic related issues (i.e. academic progression, clearing failed courses, course
  • selection, option programs, absence due to illness)
  • Addresses student examination conflicts and finds solutions
  • Contacts student who are missing milestone requirements
  • Block enrols first year students each term
  • Creates data extracts to verify enrolment
  • Performs on-line drop/add functions for student timetables (i.e. course overrides)
  • Checks year one Cohort Enrolment Issue Report
  • Coordinates, approves and proctors supplemental and deferred exams
  • Develops a schedule for class visits to seek representation for student elections

First Year Team Support

  • Assists with the maintenance of progress charts for students with special circumstances
  • Imports exam results to the Year One database
  • Assists with reviewing academic progression reports for accuracy
  • Arranges divisional and organizational meetings and record minutes
  • Arranges beginning of term class welcome visits
  • Books special events

Instructor Support

  • Advises instructors regarding student absence related to verification of illness
  • Gathers all marks (including Supplemental exam marks) each term
  • Provides instructors with information on help sessions to be held in the WEEF Lab each term and arranges special weekly sessions
  • Provides instructors with timetables and course schedules
  • Supports instructors with scheduling special events or visitors


  • Post-secondary degree/diploma or equivalent education and/or experience
  • 1-3 years administrative support experience, preferably in an academic environment
  • Knowledge of the Faculty of Engineering
  • Working knowledge of Infosilem scheduling system
  • Experience creating a course schedule
  • Excellent interpersonal and communication skills, oral and written; proven ability to interact across campus with students, faculty and staff
  • Ability to work under pressure and flexibility to deal effectively with change
  • High standard of excellence in work performance at the detail level
  • 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
  • Knowledge of University of Waterloo policies and procedures are an asset
  • 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