University Scheduler

5 months ago

Sault Ste Marie, Canada Algoma University Full time

Algoma University is committed to undoing systemic and institutional discrimination and being_
- publicly transparent and accountable. Diversity, equity, and inclusion are fundamental to our_
- Special Mission. In keeping with the Seven Grandfather teachings that are the core values that_
- inform our decisions as an institution, we are committed to creating a welcoming, inclusive,_
- respectful, and safe environment where everyone belongs. We live these values through the_
- strength and richness that diversity brings to our workforce and welcome contributors from_
- equity-deserving groups including: Indigenous Peoples, Black and racialized persons, women,_
- Persons with Disabilities, 2 Spirit, Lesbian, Gay, Bisexual, Transgender, and Queer persons._

**Job Title: University Scheduler**:

- Staff Bargaining Unit_

**Position Status**:Permanent, Full-Time (35 hrs/week)
OSSTF

**Department**:Office of the Registrar

**Supervision Received**:University Registrar

**Location**:Brampton or Sault Ste. Marie, ON

PRIMARY FUNCTIONS:
A. University Scheduling 90%

B. Other Duties 10%

**TOTAL 100%**

Reporting to the University Registrar, the University Scheduler plays a significant role in the
efficient functioning of the university, by creating, maintaining, and managing the scheduling of
all courses (lectures, labs, tutorials, etc.), instructional space (classrooms, seminar rooms,
etc.), instructors, and examinations. The incumbent will work closely with academic
administration, faculty members, and staff to ensure the timely and accurate scheduling of
classes, students, instructors, examinations, and related activities. This position requires
excellent organizational, communication, and data management skills, as well as a strong
understanding of academic processes and schedule requirements/tools.

RESPONSIBILITIES:
**A. University Scheduling (90%)**
- Create and maintain the university’s schedule of lectures, labs, tutorials, and other

academic activities for each term, ensuring that pedagogical requirements for
instructional activities are met, while adhering to the University’s policies and
procedures.
- Create and maintain teaching schedules for instructional staff (faculty members,

sessional instructors, etc.)
- Create and maintain the university’s schedule of final examinations.
- Allocate appropriate rooms, labs, and instructional resources based on the
- requirements of each course and the availability of facilities.- Coordinate activities with teaching departments to assign qualified instructors to

specific classes, and ensure instructor schedules align with availability, workload
requirements, etc.
- Collaborate with academic departments to coordinate course timetables, ensuring

mínimal conflicts for students and instructors, and maximizing student access to
desired courses.
- Monitor and manage the utilization of classrooms and specialized facilities, optimizing

space allocation to accommodate varying class sizes and technological needs.
- Optimize the use of available time slots, taking into consideration course sequencing,

room availability, and student scheduling conflicts.
- Manage schedule changes, additions, and cancellations promptly and efficiently,

notifying relevant members of the university, and ensuring appropriate adjustments to
schedules are made.
- Identify and resolve scheduling conflicts, including overlapping courses, instructor

availability constraints, and room availability issues.
- Ensure schedules align with the university’s academic calendar, including examination

periods, holidays, and other institutional events.
- Utilize scheduling software, e.g., Infosilem Academic, and other database tools to

manage and maintain accurate and up-to-date records of course offerings, sizing,
room allocations/inventory, and instructor assignments.
- Maintain currency with respect to university policies, academic regulations, and

accreditation requirements related to scheduling, ensuring compliance, and proposing
improvements when necessary.
- Stay informed of scheduling best practices, emerging technologies, and scheduling

sector trends.
- Evaluate, propose, and implement process enhancements to improve the scheduling

process and streamline operations.
- Reduce the university’s need for additional space through effective scheduling

practices, and alert administration proactively when there is a need for more
instructional space.
- Collect and analyze data related to scheduling patterns, room utilization, instructor

workload, and other relevant metrics, and generate reports as required.
- Act as point of contact for faculty members, administration, and staff regarding

schedule-related inquiries and concerns.
** B. Other Duties (10%)**
- Other duties, as assigned, which will align with the growth and development of the

department.
- WORKING CONDITIONS:
**Physical Effort **_Minimal_
Sustained periods of sitting and keyboarding

**Physical Environment **_Minimal_
Mini

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