Scheduling Officer

6 days ago

Ottawa, Canada Algonquin College of Applied Arts and Technology Full time
Scheduling Officer - Appendix D/Temporary Assignment

Department: Curriculum & Scheduling

Position Type: Full-Time Support

Salary Range: $33.55-$38.88-Hourly

Scheduled Weekly Hours: 36.25

Anticipated Start Date: October 07, 2024

Length of Contract: 6 Months

Posting Closing Date: September 25, 2024

Job Description:

The incumbent is responsible for the production of conflict-free student, professor, and room timetables for post-secondary, continuing education, and online courses, as well as all final assessment activities. The incumbent is responsible for the collection, verification, and processing of program and course section data in advance of each academic term so that the database supports the registration process. In carrying out this responsibility, the incumbent makes decisions while reviewing the submitted data, evaluating scheduling constraints for their validity, and providing alternate solutions when discrepancies and anomalies exist to Academic Managers/Chairs or Deans.

The incumbent also works closely with Coordinators, Budget Officers, Administrative Assistants, and Program Support Officers in academic departments. The incumbent actively assists in the registration of students and is responsible for creating and generating reports from the scheduling system, tracking all timetable change requests in a centralized database. The incumbent is the subject matter expert for scheduling in the College Community, which aids in the ongoing success of the students and the College.

Duties and Responsibilities:

  • Using the scheduling software, coordinate and produce high-quality, conflict-free student, professor, and room timetables in accordance with the Space Management, Course Scheduling, and Final Assessment guidelines in compliance with College space utilization targets;
  • Oversee the accuracy of program and course data on GeneSIS by analyzing, verifying, and identifying all anomalies and coordinating solutions with faculties and schools, prior to commencing the actual scheduling processes;
  • Responsible for validating and securing space for all room reservations and ad-hoc bookings in classrooms and labs for the entire College Community and for external clients;
  • Responsible for actioning changes during the curriculum review process by verifying and processing modifications to the master curriculum data and resolving discrepancies for each level of each program (approximately 500 levels) and ensuring accuracy and completion prior to the release of the curriculum to faculties and schools to begin course loading of term course and program data;
  • Participating in various modeling and simulation projects for the purpose of analyzing timetable quality and space needs and serving as subject matter expert (SME) for project development and testing of new scheduling software tools or the SIS;
  • Analyzing systems and procedures by participating in debriefing after major events, such as scheduling cycle, convocation, and registration, and recommending improvements and procedural changes to Manager to effectively respond to constantly changing demands, situations, client, and academic needs.

Required Qualifications:

  • A minimum of two (2) year diploma/degree in a business or related field (equivalent combination of relevant education and work experience may be accepted in place of formal education depending on candidate pool);
  • Minimum 5 years of Senior Clerical experience in roles requiring multi-tasking with some of that experience working with a student information system;
  • Ability to work effectively with computers and software;
  • Demonstrated knowledge and experience working with large integrated systems;
  • Very good knowledge and experience using MS Office products such as MS Word, MS Access, MS Excel, and MS Outlook;
  • Demonstrated and advanced analytical and problem-solving skills in order to identify problems, determine possible solutions and select the appropriate action;
  • Very good knowledge of an academic delivery system;
  • Very good knowledge and experience using a student information system or similar system;
  • Excellent interpersonal and client service skills; including the ability to communicate effectively with academic departments staff in order to identify problems and relate the solution;
  • Excellent oral and written communication skills;
  • Strong negotiation skills;
  • Ability to work independently and collaboratively as a team;
  • Ability to work under pressure, coordinate activities with conflicting deadlines and work within deadlines;
  • Proven ability to analyze, problem-solve, interpret and apply policies and procedures;
  • Knowledge of/and experience in registration, scheduling policies and procedures and curriculum structure and delivery;
  • Knowledge of/and experience timetabling for an academic or similar complex institution would be a definite asset.

Anticipated Weekly Schedule:

  • Monday to Friday 8:30am to 4:45pm

This position is eligible for hybrid work in conjunction with the College's Flexible Work Arrangement.

This position is subject to the terms of the Full-Time Support Staff Collective Agreement.

Algonquin College values diversity and is an equal opportunity employer. We offer an inclusive work environment and encourage applications from all qualified individuals. If you require accommodation during the recruitment process please contact the Human Resources department at humanresources@algonquincollege.com. While we thank all those who apply, only those to be interviewed will be contacted.

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