Scheduling and Exams Advisor at McMaster University

Regular/Temporary Temporary

Job Title Scheduling and Exams Advisor Job ID 73260

Location
Central Campus

Open Date 12/02/2025

Job Type Limited Term (>12 months)

Close Date 12/09/2025

Employee Group Unifor Unit 1, Staff Favorite Job

Department Scheduling & Exams

Salary Grade/Band Grade 7

Salary Range $25.70 - $39.89 (hourly)

Contract Duration 18.1 Months

Hours per Week 35

Posting Details

Schedule 8:30am to 4:30pm, Monday to Friday
Education Level 3 year Community College diploma in a related field
Career Level Requires 3 years of relevant experience
Job Code JD0929
Location Gilmour Hall
Expected Start January 2026

Job Description

Should the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement.

The Office of the Registrar provides a number of services to both prospective and current students and is the primary source of information on enrolment, convocation ceremonies and important student dates and events throughout the year. The Office of the Registrar comprises of 8 departments: Student Services & Financial Support, Student Recruitment, Undergraduate Admissions, Student Records, Systems, Scheduling & Examinations, Communications and Central RO Administration and has a staff complement of approximately 100. This dynamic team works together providing assistance to students from the beginning of their time at McMaster University until they graduate.

In the Scheduling & Examinations department, we create optimal undergraduate course schedules and process academic room booking requests that balance the needs of students, faculty and programs. We schedule and administer undergraduate final and deferred exams and proctor exams from other institutions. We are currently looking to hire a Scheduling & Examinations Advisor that will provide top notch service and use a variety of specialized skills to promote and support the overall strategic plan of the Office of the Registrar. The ideal Scheduling & Examinations Advisor is a creative, critical thinker. They are someone who excels at solving puzzles and problems; that can spot patterns and anomalies in data; a “big thinker” who is able to visualize and choose the best scenario from ever-changing alternatives.

Job Summary:

Responsible for supporting the Scheduling and Examinations Officers to optimize scheduling, rooming, and administration of all undergraduate courses and examinations, including special accommodations for students and instructors.

Purpose and Key Functions:

• Prepare undergraduate course and examination timetables based on standard criteria and guidelines given by other staff.
• Identify scheduling conflicts, provide intermediate solutions before escalating to the attention of other staff.
• Review and recommend system and procedural changes related to relevant databases, queries, and reports.
• Translate enrolment requirements and categories into code and troubleshoot problems experienced by students, staff, and faculty.
• Participate in the implementation and testing of new software including release updates.
• Identify errors, conduct fit and gap analyses, and develop recommendations for improvement.
• Provide support and advice for administering undergraduate course and examination scheduling activities by monitoring and recommending changes to course enrolment controls, category codes, course requisites, and other scheduling information such as rooms, instructors, and course and academic program constraints.
• Write a variety of documents including, but not limited to, procedure manuals and correspondence.
• Create and populate spreadsheets to track and maintain information pertaining to examinations and scheduling.
• Respond independently to inquiries that are specific in nature and require a thorough knowledge of established departmental policies and procedures.
• Exchange academic and administrative information with others.
• Provide scheduling and examination advice to others.
• Plan, coordinate, and deliver training sessions on relevant data collection, procedures, and policies.
• Create, update, and maintain databases to input, track, and retrieve information.
• Participate in monitoring examinations.
• Input financial and other information required to process payroll for exam invigilators.
• Monitor generic email accounts and respond to emails.
• Provide support for the preparation and administration of convocation by posting signage, identifying special needs seating, and staffing the administration desk during convocation.
• Report classroom deficiencies to the appropriate area offices for resolution.

Assets:

The successful candidate will have demonstrated advanced problem-solving abilities and be must be able to work independently as well as collaboratively in a team environment. Thorough knowledge of relational databases is required to understand constraints including complicated settings in third party scheduling software.

Exceptional analytical and communication skills are required to support and document processes to provide customer support for procedures that are often technical.

A willingness to take ownership and troubleshoot problems in a team environment combined with a positive attitude are essential. Must demonstrate success in a multi-tasking deadline driven work environment. A thorough knowledge of Mosaic Curriculum management including Course Catalog, Enrolment Requirements as well as JIRA administration would be an asset.

How To Apply

To apply for this job, please submit your application online.

Employment Equity Statement

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact:

• Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

to communicate accommodation needs.

Hybrid Work Language

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.