Scheduling and Systems Support Representative

College of New Caledonia; Prince George; On-site; CAD 65,000; Full time

Job summary

A local educational institution in Prince George is seeking a Scheduling and Systems Support Representative to coordinate course and exam schedules. This role requires strong analytical skills and proficiency in relational databases. The ideal candidate will manage scheduling processes, ensure accuracy in data entry, and communicate effectively with stakeholders. A minimum of two years of relevant experience and advanced skills in MS Office are essential for this role. This position offers a competitive salary and is an integral part of the registrar's office.

Qualifications

• Two years of recent experience with integrated computer systems.
• Excellent working knowledge of English (written and verbal).
• Advanced proficiency in maintaining large relational databases.

Responsibilities

• Coordinates course scheduling and exam schedules.
• Manages critical control forms for each semester.
• Ensures accuracy in semester schedule submissions.

Skills

Computer systems

Database management

Communication skills

Analytical skills

Organization

Problem solving

Education

Two years post-secondary credential in a relevant field

Tools

MS Office

Access

Excel

Word

Job description

Scheduling and Systems Support Representative

Job Title: Scheduling and Systems Support Representative

Coordinates the processes of Course Scheduling for all academic, non‑academic courses and exam schedules, including the annual and term setup of control functions in the student information system (Colleague): establishes timelines for the annual timetable process for the Office of the Registrar and for all faculties; meets tight deadlines for entering all course related information requiring a high level of accuracy; identifies common errors and implements solutions; continually prioritizes tasks and works independently.

Responsibilities

• Manages critical control forms for each semester in relation to catalogue, schedule, registration, withdrawals and refund policies e.g. maintains and updates parts of terms to control withdrawal and refund policies; calculates start and end dates from course status and refund reports.
• Ensures all semester schedule submissions from departments are accurate and complete. Checks and updates all course information received from departments to ensure credits, contact hours, seat counts and accompanying labs are accurate, based on policies and procedures of the College.
• Enters data provided from academic and non‑academic departments into Colleague and Infosilem as required to build course and final exam schedules.
• Enters data, according to established procedures and rules, for timetabling and simulation purposes.
• Plans and competes timetable and scheduling activities, adhering to established deadlines.
• Works in partnership with Academic Departments and Service Departments to ensure accurate and effective timetabling business processes on a regular basis; makes recommendations on how to make effective schedule changes and utilizes Colleague functionality to streamline registration.
• Analyzes implications of anomalies within the Student Information System in regard to scheduling and registration.
• Assists in reviewing, analyzing, and recommending changes to scheduling policy, processes, procedures and systems.
• Communicates with appropriate stakeholders of scheduling conflicts and any issues noted by various stakeholders.
• Proofs and verifies all components of the course timetable prior to registration.
• Identifies the need for various reports for use in the execution of daily responsibilities.
• Maintains records of all schedule changes.
• Maintains current knowledge of all program/course offerings, start/end dates, and complexities with respect to registration/restrictions.
• Maintains ongoing communications with staff from other service areas and from program areas in connection with student related issues and problems.
• Adheres to college and legal requirements regarding the privacy and confidentiality of student information and records.
• Required to assist with the facilitation of exams during the exam period.
• Assists and provides support with college room bookings.
• Assists with the production and maintenance of the Scheduling procedure manual.
• Assists with admissions process, registration, mailings and other associated Office of the Registrar activities as requested.
• Be a contributing member of a team actively engaged in supporting students’ goals, and the College’s vision and goals.
• You will be part of a team actively engaged in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners.
• You will promote a positive work atmosphere by interacting and communicating in a professional manner that demonstrates mutual respect with students and colleagues.
• Other related duties as assigned.

Qualifications

• Two years post‑secondary credential in a relevant computer and/or business related field at a recognized post‑secondary institution.
• Minimum of two years of recent experience using complex integrated computer systems on a regular basis, or an equivalent combination of education and experience.
• Excellent working knowledge of the English language (written and verbal).
• Advanced level of proficiency in using and maintaining large relational databases (such as MS Office, Access, Excel and Word); ability to create, manipulate, and generate complex information, data, files and programs in existing and new formats.
• Under the direction of the Associate Registrar, the scheduler is responsible for scheduling all campus offerings and maintaining the accuracy of the schedule on a consistent basis.
• Demonstrated proficiency in organization prioritization, attention to detail, multitasking and problem solving.
• Ability to work well under pressure and handle intense demands, meet deadlines and follow through to completion on tasks; requires a high level of concentration and attention to detail.
• Proven experience in a high volume, fast‑paced environment with multiple conflicting deadlines and short turn‑around times, where speed and accuracy are paramount.
• Proven excellent communication skills including proven experience in dealing with unreasonable and irate people as well as proven experience in dealing professionally with diverse populations, at all levels, both internal and external to the College.
• Demonstrated experience in exercising initiative in the completion of work assignments together with a demonstrated understanding of the relationship of the responsibilities of this position to other College operations.
• Ability to remain tact and diplomacy and exhibit a calm and professional demeanour.
• Possesses excellent analytical skills.

Band: G

Salary: $64,310 per year

Location: Prince George, BC, Canada

Department: Office of the Registrar

Posting Number: 25‑205SP

Opening Date: 12/04/2025

Closing Date: 12/11/2025

Number of Positions to fill: 1

Hours per week: 35

Desired Start Date: 12/15/2025

End Date (if temporary or seasonal): 09/30/2026

Remain Open Until Filled: Yes

Contact: College of New Caledonia, Human Resources
3330 22 Ave, Prince George, BC V2N 1P8, Canada