Scheduling Coordinator

4 days ago

Kelowna, Canada Okanagan College Full time

Your Opportunity

Under the guidance of the Associate Registrar, Systems, the Scheduling Coordinator manages all aspects of course scheduling activities and services. This includes overseeing daily operations to ensure the timely development, production, and distribution of institutional course and exam schedules. Supported by the Registrar and Associate Registrar, the Coordinator leads college-wide scheduling systems, engages in proactive planning, and contributes to strategic initiatives aimed at enhancing operational efficiency. Key responsibilities involve setting service standards, addressing issues related to curriculum implementation and scheduling records, establishing timelines, and managing scheduling workflows. The role is central to supporting enrolment management by collecting and analyzing data to inform strategic planning and collaborating with program departments to maximize student access to programs and courses through effective scheduling strategies. The role demands strong organizational and project management skills, resilience, and the ability to maintain composure in high-pressure situations.

Functions and DutiesCourse and Exam Scheduling Operations
  • Coordinates and administers all scheduling functions, ensuring the efficient and timely production of course and exam schedules that adhere to institutional standards and meet academic and logistical requirements.
  • Establishes, evaluates, and maintains scheduling procedures to develop the institutional course schedule and allocate instructional spaces.
  • Produces and analyzes reports on room utilization, enrolment, and statistical data for institutional planning as it relates scheduling.
  • Oversees the entire scheduling process, including training chairs in FAST, managing schedule development and changes, approving adjustments, and ensuring accurate data integration across FAST, Infosilem, and Banner. Comprehensive knowledge of all three systems is essential for maintaining accuracy and alignment with institutional policies.
  • Collaborates with instructional departments to address scheduling challenges and support strategic enrolment initiatives.
  • Monitors departmental adherence to scheduling guidelines and works with Deans and instructional departments on adjustments as necessary.
  • Ensures data integrity and accuracy within scheduling systems, including but not limited to: programs, courses, room features, and scheduling patterns.
  • Set up program pathways for each program including meeting patterns, building academic blocks, exam dates, and deadlines, in line with scheduling policies.
  • Responsible for working with departments to create program schedules where programs do not follow regular terms.
  • Resolving issues related to curriculum implementation, scheduling records and student registration.
  • Implements scheduling policies as they relate to the institutional timetable and exam schedule by setting up and ensuring that the scheduling system includes all relevant elements including program pathways, academic blocks, collective agreement language, and more.
  • Supports the Associate Registrar and the Registrar in making discretionary decisions on exceptions to scheduling policies and practices.
Leadership
  • Provides leadership in developing a student-centered, integrated scheduling model across the College, ensuring the effective use of scheduling software to set parameters and prioritize program offerings with flexible times that maximize student access and success.
  • Advises and influences the Provost & VP Academic, Deans, and Directors on scheduling-related decision-making and participates in confidential conversations that may include, but are not limited to, interpretations of collective agreements as they relate to scheduling, and tuition budget and enrolment planning and modelling.
  • Leads change initiatives by researching, adapting, and developing processes to meet evolving needs of students and internal partners.
  • Manages and directs scheduling staff in the Registrar’s Office, including task assignments, orientation, training, development, supervision, performance management, disciplinary action and work prioritization while fostering a collaborative and respectful work environment.
Technology and Data Management
  • Proficient in systems such as the Banner student information system, Infosilem scheduling software, and Millennium FAST, along with a demonstrated ability to learn and adapt to new technology in response to evolving institutional needs.
  • Manages the maintenance, upgrades and continuous improvement of the scheduling software in collaboration with the Associate Registrar, Systems and IT Services as required.
  • In collaboration with the Associate Registrar, Systems, manages FAST and Infosilem system access, security, and operations, liaising with IT specialists and software vendors to address system issues and implement changes.
  • Conducts systems needs analysis, identifying impacts and resolutions to ensure smooth operations.
  • Ensures quality control, data security, and compliance with data standards and Freedom of Information and Protection of Privacy legislation.
Communications and Support
  • Responds to inquiries from Deans, Directors, Chairs, faculty, instructors and staff related to scheduling and registration concerns.
  • Provides training and support to all scheduling system users, including Deans, Associate Deans, Chairs, and staff.
  • Develops and implements scheduling-related communication plans for the college community, delivering information through presentations and written/verbal communication.
  • Evaluates and supports the Registrar in updating scheduling-related policies.
Education and Experience

4-year undergraduate degree in a relevant field required (Business, Public Administration, Computer Science). Minimum 3 years experience in a post-secondary environment. Academic scheduling experience will be an asset.

Skills and Abilities
  • In-depth functional knowledge of Banner Student or comparable student information system, with demonstrated experience as a functional lead administering Infosilem or another scheduling product.
  • Effective and collaborative leadership skills with a creative approach to problem-solving and change management.
  • Resilience and adaptability in a fast-paced environment, with the ability to manage high-stress times and challenging interactions professionally.
  • Strong communication, facilitation, and interpersonal skills, with the ability to engage and influence partners at all levels.
  • Commitment to integrity, honesty, and a team-oriented approach, with proven effectiveness in a dynamic, fast-paced, and continually changing environment.
  • Inter-campus travel and some overtime are required on occasion.
Preferred QualificationsDesired Start Date

01/20/2025

Schedule

Monday to Friday, 35 hours/week; at peak operational times, overtime and some weekend work maybe required.

Appointment Type

Exempt - Continuing Full-time

Employee Group

Administration

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