University Scheduler

2 weeks ago

Brampton, Canada Algoma University Full time

**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**:
**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.

**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_
Minimal exposure to unpleasant/disagreeable conditions

**Sensory Attention **_Considerable_
Frequent need for detailed/precise work to be completed while accommodating regular interruptions

**Mental Stress **_Considerable_
Work activities are performed in an environment with frequent exposure to mental pressure conditions

**MINIMUM QUALIFICATIONS**
- Undergraduate degree in any field, and a minimum of three (3) years of experience in a university scheduling environment, or an equivalent combination of education and experience, is required.
- Knowledge and proficiency in using scheduling software and other database systems to create and manage schedules. Experience with Infosilem is considered an asset.
- Knowledge of academic processes, policies, and scheduling principle

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