Program Support

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

**Hours**: Monday - Friday, 35 hours/week

**Home Campus**: Fennell (hybrid work arrangements available)

**Rate of Pay**: Payband G (Start Rate: $33.55 per hour)

**Posting Date**: May 15th, 2025

**Closing Date**: May 22nd, 2025 at 7:00 pm EST

Preference will be given to qualified employees within the Full Time Support Staff bargaining unit, Appendix D (in the role for 6 consecutive months) and RPT employees who have passed probation 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 reconciliation, equity, diversity, and inclusion in our community.

Under the direction of the School of Climate Action’s leadership team, the Program Support and Scheduling Officer provides operational, customer services, and administrative support for the academic portfolio, performing a wide range of functions that contribute to the success of students and faculty, including: customer service, academic planning; timetable requirements; full-time faculty standard workload forms; tracking for non-teaching agreements; and exam scheduling. This role will also provide administrative support to the School.

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 School of Climate Action. The incumbent will reconcile all financial accounts for the portfolio; provide advice and guidance to the school leadership team 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).

**What you’ll be doing**:
**Scheduling/Workloading**
- **Meet with Associate Dean(s) to review and finalize faculty SWFs.
- Enter faculty workload data into workload management tools (e.g. SUMMIT) and run SWFs for faculty, including SWF changes as necessary.
- Review past enrolments comparing workload management tools, Fast Suite, 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 and request room requirements for lectures and labs.
- 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 work loading and scheduling.
- Assist with program of studies review cycles, and process appropriate documentation.
- 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.
- 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.
- Maintain accurate budget forms including transfers, etc. and reconcile portfolio accounts monthly; report to Senior Manager, Administration and Learner Experience on financial status of the portfolio.
- Investigates significant variances between the formal forecast update periods that have been addressed.
- Responsible for processing and monitoring contracts and payments made to part-time, partial load and sessional faculty/staff as well as processing additional payments t