Scheduling and Examinations Services Administrator

1 month ago


Ottawa, Canada Carleton University Full time

**Duties and Responsibilities**:
Reporting to the Associate Registrar, the Scheduling and Examinations Services Administrator is
directly responsible for the space booking system, and the academic ad hoc bookings performed. There are currently 50,000 plus users of this system and nearly 3,000 ad hocs are processed in the fall term alone. There are 800 institutional spaces in Enterprise to book and 60 self
- services spaces for students. As Scheduling and Examination Services is the steward of this system, the incumbent supports the university community with troubleshooting, maintenance, organizing installs, generating reports, documentation and training. Furthermore, this position will market Enterprise to the community and meet with prospective clients, collect their specific requirements and determine a tailored solution to suit their needs. Finally, the incumbent works on upgrades, bug-reporting, testing and system configuration (e.g., creation of rules, customization of templates). Strong technical skills in data management are required.
In addition, the Scheduling and Examinations Services Administrator takes lead on submitting payroll for the entire department. This is extensive as it involves proctors that work for various exam types (accommodated, deferrals, finals, midterms). Each of these various exam types have different mechanism to extract and verify the payroll submission. The proctoring pool contains approximately 250 individuals, and exams take place twelve months of the year. In addition to this responsibility, the incumbent also processes financial charges, and does budget adjustments; submits the payroll for the casual staff, tracks and monitors leave and overtime for the unit. Attention to detail is critical to this position and it involves processing a high volume of financial data. Assists with the creation and maintenance of the coordinated university class timetable. The class timetable is produced twice annually, with full scheduling authority for over 11,524 fall/winter courses. Provides daily reception, administrative and clerical support for the SES Office, and assistance to the Associate Registrar with special projects, and the annual budget proposals.

**Qualifications**:
**The incumbent must possess the following qualifications**:

- As the first point of contact for the SES office, incumbent engages with individuals from diverse backgrounds. The incumbent must possess professional communication skills, with the ability to confidently and accurately convey complex information.
- Ability to work with minimum supervision and to appropriately juggle competing priorities under tight timelines.
- Flexibility in accepting direction from different individuals.
- Adept at changing work priorities, daily and seasonally.
- Foundational knowledge of Microsoft suite, particularly: Excel, Word, PowerPoint and Outlook.
- Strong organizational skills to process a high volume of payroll for the department.
- Superior technical skills and demonstrated expertise in database management.
- HTML coding experience would be an asset.
- Excellent attention to detail and accurate data entry skills.
- Solid knowledge base of university organization, particularly financial requirements.
- Knowledgeable about exam regulations and procedures.
- Knowledgeable about timetabling policy, rules and procedures.
- Excellent office administration skills.
- Remains current on University examination regulations and procedures.
- Remains current on University timetabling policies and principles.
- Knowledge of Freedom of Information and Protection of Privacy Act.
- Ability to work under pressure to complete the payroll submission.

Overtime may be required as a result.
- Processes a high volume of data, from different sources, requires strong organization skills, and attention to detail.

**Education and Experience**:
**The above is normally acquired through the completion of**:

- Completion of an Undergraduate Degree
- Five years of progressively responsible administrative experience at a university or college including, experience in working in a local area network, proven ability to effectively use software packages such as Word, Excel, PowerPoint and Outlook. Working knowledge of Banner, Enterprise and TPHi (software used for timetabling). Experience with payroll processing, and updating a departmental website. HTML coding experience would be an asset due to the portal component

**HR Note**:



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