Academic Scheduling Officer

4 months ago

Hamilton, Canada Mohawk College Full time

**Academic Scheduling Officer - Partnerships (I/O: September 2024 - June 2025)** Status**: Initiatives & Opportunities: September 2024 - June 2025

**Hours**: Monday - Friday, 35 hours/week

**Home Campus**: Fennell (hybrid work arrangements available)

**Rate of Pay**: Payband G (Start Rate: $33.55 per hour)

**Posting Date**: September 4th, 2024

**Closing Date**: September 10th, 2024 at 7:00 pm EST

Preference will be given to qualified employees within the Full Time Support Staff bargaining unit, Appendix D (in the role for 6 consecutive months) and RPT employees who have passed probation 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 reconciliation, equity, diversity, and inclusion in our community.

Reporting to the Manager, Registration and Scheduling and under the direction of the Coordinator, Scheduling and Academic Support, the Academic Scheduling Officer - Partnerships is responsible for the analysis of data from Academic areas, manipulation, construction, distribution and maintenance of Post-Secondary (diploma and certificate), Continuing Education, Apprenticeship, and Final Examination timetables in support of partner locations and Mohawk College campuses.

The incumbent will create optimal timetables which meet the educational requirements of all programs and follow faculty and student guidelines while ensuring the most efficient utilization of college space. The incumbent also shares responsibility for the Academic room booking process, including requests for meeting space and midterm testing.

**What you’ll be doing**:
**Produces student, faculty, and room timetables for Post-Secondary Diploma and Certificate Programs, and Apprenticeship Programs at partner locations and Mohawk campuses**
- Deciphers, analyses and verifies all scheduling data received from Summit at the beginning of each scheduling cycle and when changes are requested after preliminary and final schedules have been distributed. Consults with the academic designate regarding discrepancies, errors and omissions.
- Ensures all courses have been assigned in accordance with the correct version of the College approved Program of Studies and reports discrepancies to the Academic Department.
- Assesses timetable requirements and determines whether a program needs to be manually scheduled or can be prepared for automated scheduling process.
- Completes validations and timetable simulations prior to scheduling to further identify issues and potential problems. Brainstorms and develops solutions which will have the most positive impact on student schedules.
- Analyses results of the scheduling process (Timetabler) to determine which data can be further manipulated to create a better outcome. Makes necessary changes and reruns the scheduling process until optimal results are achieved.
- Manually schedules all courses rejected during the scheduling process, requiring complex changes involving multiple student, faculty and room schedules in order to accommodate timetable requests.
- Maintains the database’s room inventory for all college campuses. Ensures the database is up-to-date and accurate for the upload to Banner as determined by the Time Ticketing schedule for student registration based on critical deadlines determined by the College. Works closely with Business Analysts to identify and correct issues prior to the upload.
- Completes all changes in the Timetabler Database and Banner, and informs Academic Departments daily of changes to ensure students and faculty have accurate and up to date schedules.
- Reviews the scheduling process after each semester, identifying problems and concerns; develops solutions and suggestions for improvement for the next semester for the Academic Departments as well as processes within the Academic Scheduling Office.

**Produces final exam timetables for students, faculty, and rooms for Post-Secondary Diploma and Certificate Programs at partner locations and Mohawk campuses**
- Develops and distributes exam request forms to Academic Departments and follows up with academic designate to ensure requests are received within the set deadlines.
- Identifies and informs Academic Departments of problems including requests which are not feasible or desirable due to space, faculty or student constraints; recommends solutions and develops alternate plans of action.
- Analyzes data and compares exam requests to the testing space available and develops a plan of action for manual and/or automated scheduling.
- Continuously prioritizes, manages, and processes change requests from Academic Departments as a result of faculty requests, faculty workload changes, late request submissions, conflicts and unforeseen factors such as room unavailability and weather issues.
- Reviews the exam process after each semester, identifyin

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