Scheduling & Examinations Assistant

Brock University; St. Catharines; On-site; CAD 46,000 - 64,000; Full time

Benefits offered by this job

Tuition waiver

Job summary

Brock University is seeking a Scheduling & Examinations Assistant to support course timetabling, registration, examinations, and space bookings. You will ensure compliance with university policies and liaise with academic units to resolve scheduling issues.

In this role, you will input data, maintain room attributes, apply scheduling rules, and communicate arrangements to students, faculty, proctors, and partners. A university environment and strong organizational skills are essential.

Qualifications

• College or university courses and/or equivalent combination of education and experience.
• Experience in a university environment related to scheduling.
• Knowledge of Scheduling software and Microsoft Office.
• Ability to understand spaces across campus, including room characteristics, to assist during booking process.

Responsibilities

• Process and track electronic timetabling forms submitted by academic departments.
• Enter and upload course, instructor, room, and program data into the timetabling system according to procedures.
• Maintain academic program requirements, instructor profiles, and room attributes for timetable construction.
• Apply scheduling rules, policies and collective agreement requirements when timetabling.
• Apply accommodations and preferences information during timetable construction and alert management to issues.
• Liaise with academic units to review reserve sections, enrolment caps and limited controls.
• Process timetable changes: additions, cancellations, section changes, room changes, enrolment adjustments.
• Ensure registration updates are completed within timeframes.
• Input and maintain examination data in the scheduling system.
• Process requests to gather exam timetabling details: exam requirements, locations, accommodations, BUFA requirements, seating or setup.
• Apply Faculty Handbook rules and examination policies in tasks.
• Communicate with students, faculty, proctors, and external institutions to confirm examinations arrangements.
• Process and maintain non-academic space booking requests using specialized software.

Skills

Attention to detail

Clear communication

Time management

Problem solving

Independent work

Inclusivity and respect

Ability to work under deadlines

Critical thinking

Team coordination

Education

College or university courses and/or equivalent combination of education and experience

Tools

Scheduling software

Microsoft Office

Job description

Brock University is located on the traditional territory of the Haudenosaunee and Anishinaabe peoples, many of whom continue to live and work here today. This territory is covered by the Upper Canada Treaties and is within the land protected by the Dish with One Spoon Wampum Agreement. We are one of Canada’s outstanding comprehensive universities, where excellence and innovation thrive!Brock has been proudly recognized as a Hamilton-Niagara Top Employer for eight consecutive years. Brock continues to earn recognition as one of Canada’s Best Employers and one of Canada’s Best Employers for Diversity in 2026. For the second consecutive year, Forbes, in partnership with Statista, also named Brock one of Canada’s Top Employers for Company Culture. At Brock, you will find a welcoming, inclusive community and an exciting range of meaningful career opportunities. Ignite new possibilities for your career. Break through at Brock.

Post End Date: November 4, 2026 at 11:59 PM

About the role:

Reporting to the Manager, Scheduling and Examination Operations, the Scheduling & Examinations Assistant provides administrative and operational support for course scheduling, registration activities, examination scheduling, distance examinations and internal space bookings. The incumbent ensures all activities are carried out in compliance with established University policies, collective agreements, procedures, timelines, and system requirements. The Scheduling & Examinations Assistant also liaises with internal stakeholders and supports the resolution of routine scheduling and registration issues.

The Scheduling & Examinations Assistant will:

• Process and track electronic timetabling forms submitted by academic departments;
• Enter and upload course, instructor, room, and program data into the university timetabling system according to established procedures;
• Maintain academic program requirements, instructor profiles, and room attributes required for timetable construction;
• Apply established scheduling rules, policies and collective agreement requirements when completing timetabling tasks;
• Apply approved accommodations and preferences information during timetable construction and alert management on any potential scheduling issues;
• Proactively liaise with academic units to review reserve sections, enrolment caps and limited enrolment controls at the direction of the academic departments and Deans;
• Process ongoing timetable changes, including course additions, cancellations, section changes, room changes, and enrolment adjustments;
• Ensure all registration-related updates are completed accurately and within established timeframes;
• Input and maintain examination data within the scheduling timetable system according to established examination scheduling procedures;
• Process requests from academic units to gather exam timetabling details, including exam requirements, quantity of exams, locations, timing, various accommodations, BUFA requirements, and seating or room setup details;
• Apply Faculty Handbook rules and examination policies when completing scheduling tasks;
• Communicate with students, faculty, proctors, and external institutions to confirm examination arrangements;
• Process and maintain non-academic space (room and table) booking requests by gathering required information and using specialized software system.

Key Skills and Experience:

• College or university courses and/or equivalent combination of education and experience;
• Experience in a university environment related to scheduling;
• Knowledge of Scheduling software and Microsoft Office;
• Ability to understand spaces across campus, including room characteristics, to provide assistance during booking process;
• Ability to work quickly and accurately with meticulous attention to detail;
• Promotes and embodies inclusivity and respect within the workplace and the broader community;
• Ability to work independently to meet predetermined goals or deadlines;
• Clear written and verbal communication skills;
• Excellent time management skills, with the ability to manage multiple and competing requests/priorities and meet deadlines;
• Ability to understand overall process and regulations for creation of exam timetable and its relation to Scheduling;
• Excellent problem solving, analytical, and organizational skills for both timetable construction and resolving scheduling/examination changes; and
• Strong critical thinking skills.

Salary and Benefit Information

Job Grade H, Salary Scale ($46,099- $63,950)*; This position includes full comprehensive benefits including tuition waiver. This position is included in the Ontario Secondary School Teachers Federation (OSSTF) Union and: Salary is therefore determined by the OSSTF Collective agreement. * New members shall be placed on the salary grid at the entry level. * It is Brock University’s policy to give first consideration to qualified internal Brock University OSSTF applicants.

We are committed to offering flexible work arrangements where possible as outlined in our Flexible Work Arrangement Policy. As a student-centered organization, all employees are required to work on campus as needed. Brock University is committed to creating a respectful and equitable workplace. We strive to foster a culture of diversity and inclusion in our work and learning environments. We welcome applications from all qualified individuals and actively encourage applications from women, people with disabilities, members of the 2SLGBTQIA+ community, Indigenous Peoples, people who identify as Black, African and/or Caribbean, as racialized and/or as from ethnic and cultural minority groups, and other underrepresented demographic groups at Brock and in the Niagara region. Brock also recognizes intersectionality and the interconnected identities, histories, and experiences of these aforementioned groups. We are committed to inclusive and barrier-free recruitment, and we accommodate the needs of applicants throughout all stages of the recruitment process, as outlined in our Employment Accommodation Policy and consistent with the requirements of the Ontario Human Rights Code.

Please contact [e-mail] if you require a disability related accommodation so we can ensure your participation needs are met. Brock University does not use AI Technology at any stage of the recruitment process. We appreciate all applications received. Candidates that are selected for an interview will be contacted. Learn more about Brock University by visiting www.brocku.ca.

Brock University is a comprehensive institution with rich academic programs and world‑class research activity. Located in Ontario’s scenic Niagara region on the traditional territory of the Haudenosaunee and Anishinaabe peoples, Brock is situated in a UNESCO Biosphere Reserve. With nearly 600 full‑time faculty members and researchers, Brock's robust academic scope offers more than 70 undergraduate programs and 50 graduate programs in seven dynamic Faculties. The University’s 19,000 students come from across Canada and around the world. Brock’s renowned student experience is enriched by an emphasis on experiential education, as illustrated by community partnerships, volunteerism and one of Ontario's largest and most successful co‑op programs. Learn more at brocku.ca.