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Position Summary:
Under the direction of the immediate supervisor, provides administrative and secretarial support. Participates in ensuring the smooth functioning of the unit’s operations. Acts as resource person for policies and procedures. Administers unit accounts. Assists in the organization of unit activities. Responsible for documents and files of the unit. Maintains computerized information systems.
Duties and Responsibilities:
Participates in the smooth functioning of the scheduling unit by coordinating and completing scheduling activities throughout the year, recommending procedural improvements, and ensuring follow‑up on decisions and established priorities.
Acts as a resource person for timetabling and scheduling activities, providing information, resolving issues within area of responsibility, and liaising with stakeholders to ensure accurate and timely exchange of data.
Extracts, and distributes room and scheduling reports. Verifies data consistency across various systems and documents, ensuring accuracy and compliance with established guidelines.
Oversees, organizes, and assists in managing communications within resource accounts, preparing and formatting documentation, and ensuring clarity and accuracy in correspondence and internal communications.
Collaborates with student‑service units to address troubleshooting and registration issues, referring complex matters to appropriate resource persons when required.
Assists with testing, validation, and problem resolution related to course‑related systems (e.g., software upgrades, MyCourses, Lecture Recording System), documenting issues and ensuring appropriate follow‑up.
Updates and maintains the Class Scheduling website, contact lists, and related documentation for internal and external users, ensuring information is current and accessible.
Provides guidance, assistance, and training to end users on scheduling‑related software applications, explaining procedures and ensuring adherence to established processes.
Maintains building and room data, ensuring records are accurate, complete, and aligned with institutional standards.
Runs daily and weekly scheduling reports, reviews results, and takes appropriate action to implement adjustments, ensuring data accuracy and alignment with established timelines and operational requirements.
Updates course information in Banner, including fee codes and related attributes, based on details provided by the Secretary of the Academic Policy Committee (APC), ensuring records are accurate, complete, and compliant with institutional policies.
The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks which may be performed by an employee whose position has been matched to this generic job description.
Other Qualifying Skills and/or Abilities:
Proven ability to handle several operational deliverables simultaneously, meet deadlines, and work independently, as well as part of a team. Demonstrated organizational skills, ability to prioritize and multitask. Demonstrated ability to communicate effectively with all levels of staff. Ability to identify and solve problems using initiative and creativity. Ability to work unsupervised and independently to meet deadlines, planning, and setting priorities for own work. Ability to work efficiently integrating new knowledge and process improvement. Demonstrated commitment to client focused service with an ability to interact effectively with a wide variety of individuals, including all members the over-arching Systems, Projects, and Class Scheduling team using well developed interpersonal skills. Strong commitment to collaborate and work together as a team to produce an effective schedule within the established timeline. Knowledge of PC environment using word processing, databases, MS Word, advanced Excel, Banner and TPHI, etc. Interpersonal skills using tact, patience, and courtesy. English and French spoken and written.
Please note that the recruitment process for this position may include a testing component following the interview.
As one of Montreal's Top Employers, here is what we offer:
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Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
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Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
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Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
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Competitive vacation policy
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Two (2) personal days
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Two (2) floating holidays
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Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
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Paid time off over the December holiday period
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Tuition waiver for regular employees and their dependents
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Up to two (2) days of remote work per week where the position permits
Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.
Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # 3 on a scale of 0-4.
For a definition of our language proficiency levels, please click here.
Minimum Education and Experience:
DEP - Secretarial Studies 4 Years Related Experience / DEP - Office Systems
(MUNACA Level F) $29.42 - $36.46
33.75 (Full time)
Class Scheduling Operations Officer
Position End Date (If applicable):
2026-12-31
2026-06-04
McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected].
