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Manager, Scheduling, Exams and Curriculum Management, Student and Enrolment Services

Job ID: 19756

Updated: December 4, 2019

Location: Main Campus

Position Overview

Student and Enrolment Services is currently seeking a Full-time Temporary Relief Manager, Scheduling, Exams and Curriculum Management for approximately 12-13 months.

Reporting to the Associate Registrar (Systems and Scheduling), the Manager, Scheduling, Exams and Curriculum Management directs and coordinates the scheduling of classrooms and instructional space, oversees the setting and holding of final examinations and ensures the academic content of the Calendar has been approved by the General Faculties Council (GFC) and other committees such as the Calendar Submissions Committee (CSC) and is consistent with university policy and regulations. The position must also actively reviews systems, procedures and practices to ensure the efficient and effective operation of this academic support unit.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):


  • Develop resource plans (staff, space, budget, equipment, etc.) to meet the objectives and evolving needs of the students and the University; ensure that all administrative functions necessary to effectively operate the department and to meet deadlines are carried out
  • Provide support and guidance to direct reports ensuring unit is properly trained and procedures are fully documented
  • Directly supervise full-time and sessional unionized staff members
  • Serve as custodian of campus building, room, and course inventory data in Ad Astra and PeopleSoft
  • Continuously review and revise existing practices and where appropriate develop new procedures and practices to best utilize technologies to support the scheduling function; recommend changes to University policy with respect to scheduling and exams
  • Work closely with appropriate University staff and officials to ensure accurate data and appropriate classroom facilities and equipment are available to meet the instructional needs of the institution
  • Regularly communicate with the University community on matters with respect to the schedule of classes and final exam schedule preparation; this involves face-to-face meetings as well as email and Web based communication
  • Prepare reports and advise the Registrar and Associate Registrar on mandatory and optional supplementary fees
  • Prepare reports and advise the Registrar on special topics courses needing approval
  • Assist with upgrades and maintenance of scheduling software (currently Ad Astra Schedule and Oracle PeopleSoft) functionality and provide analysis and recommendations to guide system maintenance and enhancements
  • Working with appropriate University offices, ensure the good order and maintenance of General Assignment Classrooms


  • Lead staff in the building of an effective schedule of classes each term
  • Advise academic units on compliance to the Instructional Scheduling and Space Utilization Policy
  • Oversee the creation of term schedules that optimize space utilization, provide students access to core and elective courses and minimize the need for additional human and physical resources
  • Oversee the coordination and contact with University faculty and staff (graduate schedulers, undergraduate schedulers, Associate Deans, Program Coordinators, Chairs and Directors and designates) to resolve course scheduling issues


  • Create a conflict free final exam schedule each term minimizing back-to-back exams and 3 exams in 24 hours
  • Minimize changes to the final exams schedule by working with academic units and the Registrar

Space Utilization and Analysis

  • Supported by effective reporting tools, investigate, anticipate, and resolve any space issues and formulate procedures to ensure successful operation of the schedule of classes
  • Prepare quarterly reports on space utilization of instructional space
  • Proactively review instructional space usage and make recommendations on changes to the master Schedule of Classes
  • Upon request, prepare plans for accommodating renovations (space being removed from the inventory), renovated space (existing space changing) and new construction (space being added to the inventory)
  • Prepare an annual report on the state of General Assignment Classrooms

Curriculum Management

  • Maintain the University of Calgary's Calendar
  • Ensure the academic regulations held in the University of Calgary calendar are appropriately captured in our on line system, Campus Solutions

Qualifications / Requirements:

  • A Bachelor's degree in Commerce, Operations Management, Computing Science or related discipline
  • 5-10 years of related experience in a post-secondary setting

Application Deadline: December 17, 2019

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is classified in the Management Career Band, Level M1 of the Management and Professional Staff Career Framework. Management and Professional Staff roles are under review as part of the PSERA exclusion review process.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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