Scheduling and Workload Officer

1 month ago

Hamilton, Canada Mohawk College Full time

**Scheduling and Workload Officer (Appendix D/Temporary: July 2023 - January 2024)** Status**:Appendix D/Temporary Assignment: July 2023 - January 2024

**Hours**:Monday to Friday; 35 hours/week

**Home Campus**:IAHS

**Pay Band**:G

**Rate of Pay**:$30.87

**Posting Date**:June 8th, 2023

**Closing Date**:June 14th, 2023 at 7:00pm EST

We support and encourage the contributions of our diverse employees. We are committed to nurturing an equitable, diverse and inclusive (EDI) environment for everyone who learns and works at Mohawk College. We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators we believe it is important to act and show leadership in advancing the principles of equity, diversity and inclusion in our community.

Mohawk College is currently recruiting for our next

**Scheduling and Workload Officer**

Reporting to the Associate Dean, Nursing, the incumbent is responsible for the coordination of the workload planning process of all resources, their allocation and availability in the Department of Nursing, in matters of people, scheduling/timetable, contracts and SWFs, adhering to College policy and deadlines and following functional guidelines of the Collective Agreement. This includes preliminary timetable planning, exam data, generation of full-time faculty SWF’s and part time employment contracts. The incumbent will compile and analyse reports related to workload performance, efficiencies (TCH, block assignments, and course groupings) and report to the Associate Dean and Operations Manager. This position will integrate work processes with McMaster University, as well as Mohawk faculty and management team, for course assignment suggestions and to ascertain all delivery mode and associated class and lab needs. The incumbent works as a team within this framework and is expected to provide suggestions to improve and streamline processes.

**Responsibilities**:
The duties of this position will include, but are not limited to:
**Planning/Coordinating Workload Planning and Timetabling Information**:

- Coordinates preliminary workload planning through data collection to provide analysis and suggest block sizes for each term, delivery modes and course requirements.
- Develops projections and preliminary space requirements for academic programming. Liaison with key players to manage specialty labs unique to Nursing and also those spaces shared between departments.
- Liaises with partners and establishes timetabling requirements for program activity offered at all campuses.
- Works with faculty to ensure that forms and procedures related to student academic delivery activity and Program of Studies are completed and processed, following both McMaster and Mohawk policies as required by program areas.
- Creates mock SWFs for Associate Dean within a specialized excel datasheet in preparation for SWF release.
- In consultation with Associate Dean, Nursing, determining complementary hours for all faculty
- Prepares SWF’s, securing required signatures and distributing to all faculty by the date established by the Faculty Collective agreement with the Associate Dean.
- Collects and coordinates all final exam activity for the department within Scheduling deadlines. Submits changes as necessary and liaises with Program Support to identify invigilator needs.
- The primary point of contact for faculty, support staff, partners and external groups for issues related to course delivery mode, scheduling, timetabling, and facility usage.
- Attends workload and planning meetings between Mohawk and McMaster.

**Inputting All Workload Requirements into Mohawk’s SUMMIT and Workload Planning System**:

- Ensures all course information is compatible with the correct version of the POS and reporting discrepancies to the Associate Dean.
- Participates in POS renewal cycle alongside Assistant to Associate Dean to update and verify delivery modes to ensure proper alignment with scheduling and POS.
- Enters all workload data into the SUMMIT database by College deadlines.
- Verifies all incoming/outgoing service requests from other areas for service provided by/to our division.
- Review of timetables ensuring that schedules conform to faculty guidelines established in the Collective Agreement, and reviews to look for solutions that will have the most positive impact on the student schedules.
- Submits necessary changes to scheduling to address errors, omissions and workload changes. Processes all changes in SUMMIT accordingly and updates SWFs (if applicable).
- Works with SUMMIT administrator and Scheduling and Academic Support to identify improvements to current processes.

**Reporting and Review of Scheduling Activities**:

- Handles implications of last-minute changes to staff, workloads, enrolment/section sizes, etc. and works with Associate Dean/Operations Manager and/or develops local solutions.
- Identifies situations, which are not feasible

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