Full-time Scheduling Officer

4 weeks ago


Ottawa, Canada Algonquin College Full time

Department:
Curriculum & Scheduling

Position Type:
Full-Time Support

Salary Range:
$33.55-$38.88-Hourly

Scheduled Weekly Hours:
36.25

Anticipated Start Date:
December 09, 2024

Length of Contract:
6 months with possibility of extension

Posting Information

Posting Closing Date:
November 21, 2024

Please note: jobs are posted until 11:59 pm on the job closing date.

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.

Duties and Responsibilities:

- Using the scheduling software (Syllabus), coordinate and produce high quality, conflict-free student, professor, and room timetables in accordance with the Space Management, Course Scheduling and Final Assessment Week guidelines in compliance with College space utilization targets by:
- Analyzing and validating the course loading data received from academic departments prior to scheduling. Ensuring numbers provided with the loading matches the program registration maximum or projections by program level to ensure sufficient seats are available for students during the registration process-
- Coordinating with departments regarding opening/closing course sections, increasing the registration maximum of course sections during the registration process as this directly impacts the department budgets and professor SWF-
- Scheduling all post-secondary courses including final assessments-
- Scheduling all continuing and online learning courses based on pre-set day/time and week pattern, ensuring that students are scheduled in the same room every week-
- Overseeing and deciding which transactions should be processed through the Moderated Transfer Interface (MTI) unit-
- Validating the accuracy of scheduled data in the corporate Student Information Systems (SIS) by initiating daily transfers from Syllabus to SIS-
- Analyzing and validating requests for timetable changes received from academic departments and deciding whether they are justified and warranted and ensuring that they are in the best interest of the students-
- Advising students and professor of timetable changes via the WEB interface, thus ensuring a minimum of disruption at critical periods such as the start of term-
- Identifying and reporting data transfer issues to Information Technology Services (ITS) for resolution, testing and implementing solutions-
- Ensuring that Academic Chairs are provided with group, professor and room timetables for review prior to registration and the release of timetables to students-
- Ensuring that Academic Chairs are provided with final assessment timetables and continuing and online learning scheduled reports for review prior to registration and the release of timetables to students-
- Resolving all room size mismatch issues at the start of term-
- Ensuring that Physical Resources are provided with final room timetables to be posted outside each classroom and lab-
- The incumbent provides guidance to academic departments Support Services Officers in using the Timetable Change and Tracking System (TCATS) and to administrative staff beyond the Registrar’s Office on Syllabus.- Oversee the accuracy of program and course data on GeneSIS by analyzing, verifying, and identifying all anomalies and coordinating solutions with the faculties and schools, prior to commencing the actual scheduling processes. This includes:
- Validating the program loading received from department and recommending alternative solutions when applicable, transferring course loading changes from GeneSIS to the scheduling software and ensuring academic departments and Client Service Officers are informed of these changes.- Responsible for validating and securing space for all room reservations and adhoc bookings in classroom 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.
- Registration support:
- Providing critical foundational support to the registration process, thereby ensuring the quality, accuracy, and timelines of student, professor and room timetables Identifying a



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