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Registrar's Office Scheduling Officer

3 months ago

Olds, Canada Olds College Full time

About Olds College of Agriculture & Technology

Established in 1913, Olds College of Agriculture & Technology has been delivering exceptional hands-on education for over a century. Through our core programming, including continuing education and online offerings, we provide accessible educational opportunities within Alberta and beyond. Our passion lies in the Agriculture sector, and through applied research and integrated learning, we proudly hold the title of Canada's Smart Agriculture College, specializing in agriculture, agrifood, horticulture, and environmental stewardship. We collaborate closely with industry to enhance and adapt our programming, ensuring our graduates possess the skills necessary for success.

The Opportunity - Scheduling Officer (AUPE Student Services Officer), permanent, full-time

The Scheduling Officer, under the direction of the Associate Registrar, Student Systems and Records, is tasked with the creation and maintenance of the Academic Schedule in alignment with relevant College policies. The Academic Schedule is essential for Faculty workload management and student enrollment. The role demands meticulous attention to detail, exceptional organizational skills, and proficiency in various software systems, including the Student Information System, Room Booking System, and Academic Section Scheduling System. The incumbent will leverage advanced problem-solving, analytical, and interpersonal skills. The Scheduling Officer serves as a primary contact for the Office of the Registrar regarding scheduling, facility allocation, and system management.

Key Responsibilities:

Academic Scheduling:

  • Oversee the development of the academic schedule in accordance with policy and deadlines, supporting the direction of the Associate Registrar, Student Systems and Records.
  • Collect and analyze information such as Programs of Study, Calendar of Important Dates, and Loading Sheets to inform the scheduling process.
  • Prepare and distribute the schedule for designated final examination periods.

Stakeholder Engagement:

  • Collaborate with the Office of the Registrar Management Team and key stakeholders to establish protocols that uphold the Academic Scheduling Policy and Procedures.
  • Consult with stakeholders to develop and implement a policy-based decision-making framework for addressing scheduling exceptions.
  • Regularly engage with stakeholders to assess scheduling practices, ensuring effective and consistent application of scheduling policies across schools.

System Administration:

  • Input course information into the Banner student information system to facilitate student registration.
  • Serve as a system administrator for the Room Booking System and Academic Section Scheduling System, providing training to new users.
  • Work with campus stakeholders to manage and coordinate space utilization requests.
  • Administer access protocols for the MyOldsCollege Portal and provide user instructions.

Policy and Procedure Review:

  • Participate in the ongoing review of college policies and procedures related to course scheduling, academic calendars, and room bookings.
  • Maintain appropriate documentation, including online resources.
  • Engage in professional development and research to remain informed about best practices.

Student Information System and Records:

  • Support processes within and the administration of the student information system.
  • Collaborate with the Student Information System and Records team to develop training materials and communication resources for the campus community.

Qualifications:

  • A Bachelor's degree (or equivalent) is preferred; combinations of education and relevant work experience will be considered.
  • Proficient in computer skills and experienced with web-based tools and software, including Microsoft Office.
  • Two or more years of experience with a student information system, relational database, and/or scheduling system is advantageous.
  • Highly organized with a keen attention to detail, adaptable, and a strong team player.
  • Exceptional problem-solving abilities and a strong commitment to customer service.
  • Ability to manage stress and time constraints while maintaining a positive working attitude.
  • Capable of working independently as well as collaboratively in a team environment.
  • Willingness to work occasional evenings and weekends as needed.

Conditions of Employment:

  • Must undergo a current Criminal Reference check that is free of any offences.
  • Must adhere to and actively promote health and safety policies.

The information provided in this job description outlines the key functions of this position, the level of knowledge and skills typically required, and the scope of responsibility. It is not an exhaustive list of all work requirements, and additional duties may be assigned.

Olds College offers a competitive benefits package, including:

  • Defined Benefit Pension Plan (LAPP)
  • Extended Health, Dental, and Prescription Drug benefits
  • Health/Personal Spending Account
  • Generous Vacation Leave
  • Paid Holiday Closure
  • 'Olds College in the Community' volunteer leave
  • Professional development and growth opportunities, including employee and family tuition waivers

Olds College is committed to fostering an equitable, diverse, and inclusive workplace. We welcome applications from all qualified individuals and encourage applications from women, Indigenous Peoples, racialized persons, persons with disabilities, and individuals of any sex, sexual orientation, gender identity, or gender expression.