Program Support and Scheduling Officer

3 weeks ago

Hamilton, Canada Mohawk College Full time

**Program Support and Scheduling Officer** Status**:Full Time

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

**Home Campus**:Fennell

**No. of Positions**: 3

**Pay Band**:G

**Pay Rate**:$30.87

**Posting Date**:March 31st, 2023

**Closing Date**: April 6th, 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

**Program Support and Scheduling Officer**

Under the direction of an Associate Dean, and working in their portfolios, the Program Support and Scheduling Officer provides operational support for the portfolio, performing a wide range of functions that contribute to the success of students and faculty, including: academic planning; timetable requirements; full-time faculty standard workload forms; tracking for non-teaching agreements; and exam scheduling.

In addition, this position supports financial reporting for the portfolio. The incumbent is responsible for a wide variety of financial analyses and reports for the Faculty of Engineering Technology. The incumbent will reconcile all financial accounts for the portfolio; provide advice and guidance to the Associate Deans and department managers concerning departmental budgets and budget preparation; support purchasing and procurement, including expense reconciliations; are responsible for all part-time contracts, including timesheets and additional payments to full time staff (teaching and non-teaching).

The incumbent must be able to function at a level that requires independent problem-solving and decision-making skills in the execution of the various and complex activities and issues.

**RESPONSIBILITIES**

Working as part of the Administrative team, which includes the Associate Dean and Administrative Assistant to the Associate Dean in the School of Engineering Technology and Aviation; provides support to Faculty, staff and students, as follows:
**Scheduling**

The incumbent is responsible for the development of academic schedules for all post-secondary programming at the Fennell Campus.

Specific responsibilities include:

- Enter faculty workload data into workload management tools (e.g. SUMMIT) and run SWF’s for faculty, including SWF changes as necessary.
- Review past enrolments comparing workload management tools, FastSuite, Cognos, Academic Reporting Tool and Registrar’s office and Scheduling reports.
- Critical analysis of preliminary academic and exam schedules, revision and confirmation of final schedules including room assignments and invigilator requirements.
- Determine room requirements for lectures and labs and request appropriate rooms for both, according to the requirements.
- Analyze, troubleshoot, and resolve discrepancies on the scheduling workload spreadsheet (academic blocks, faculty, prep types, rooms/labs).
- Analyze workload information for faculty, ensuring that schedules conform to the guidelines established in the Academic Collective Agreement and any relevant local agreements.
- Identify situations, which are not feasible, practical or desirable and determining the extent to which the AD should be involved in the solution process, and providing the AD with suggested recommendations for resolution of the problem.
- Assist in the creation of student, room and faculty timetables.
- Use of Microsoft suite of products including MS Teams.
- Program queries for system integration and/or data merges with Banner, FAST suite and/or LMS.
- Review academic program of studies timelines and critically assess impacts of timelines on workloading and scheduling.
- Investigate system and process improvements and present recommendations to all stakeholders.

**Financial support**:

- ** **Initiating and processing standing orders for annual supply and service contracts, and keeping track of what has been expensed to these orders. Preparing and processing portfolio purchase requisitions. Verifying order accuracy and receipt of goods and services and approving payment.
- Reconciling credit card purchases for portfolio cardholders.
- Processing and following up of expense claims. Involves knowledge of account strings and of any changes to the payment procedures.
- Tracking and documenting external partner contracts, software licenses.
- Order supplies for office, faculty and labs.
- Responsible for all file management within the program cluster in accordance with the requirements of government regulatory bodies, college policy and procedures, and program area practices.
- Process invoices and purchase orders, reconcile internal and external accounts.
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