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Scheduling & Examination Officer

3 weeks ago

Hamilton, Canada McMaster University Full time

**Schedule**
Monday - Friday, 35 hr/wk, 8:30-4:30 pm

**Education Level**
3 year Community College diploma in Computer Science, or related field of study.

**Career Level**
Requires 5 years of relevant experience.

**Department Summary**:
The Office of the Registrar proudly supports McMaster University’s academic mission through the creative, efficient provision of core administrative student services and the support of staff and faculty across all areas of the university community. Our work in supporting the student experience reaches from initial contact with prospective students through the celebrations of convocation. We are a smart, collaborative staff of nearly 100, spread across 9 departments: Student Services, Aid & Awards, Student Recruitment, Undergraduate Admissions, Student Records, Systems, Scheduling & Examinations, Student Communications and Central RO Administration.

In the Scheduling & Examinations department, we create optimal undergraduate course schedules and process academic room booking requests that balance the needs of students, faculty and programs. We schedule and administer undergraduate final and deferred exams and proctor exams from other institutions. **We are currently looking to hire a Scheduling & Examinations Officer that will focus on the Course Scheduling portfolio. The Scheduling & Examinations Officer will provide top notch service and use a variety of specialized skills to promote and support the overall strategic plan of the Office of the Registrar. **The ideal Scheduling **& Examinations Officer is a creative, critical thinker. They are someone who excels at solving puzzles and problems; that can spot patterns and anomalies in data; a “big thinker” who is able to visualize and choose the best scenario from ever-changing alternatives.**

**Job Summary**:
The Scheduling and Examination Officer is responsible for managing and developing the scheduling, rooming, and administration of all undergraduate courses and examinations, including special accommodations for students and instructors. Hires, trains, and supervises temporary examination staff.

**Purpose and Key Functions**:

- Develop undergraduate course and examination timetables.
- Develop strategies to design and implement conflict free timetables by maximizing the utilization of resources.
- Identify and resolve scheduling conflicts by prioritizing conflicting constraints.
- Review and recommend system and procedural changes related to relevant databases, queries, and reports.
- Translate course requirements and categories into code and troubleshoot problems experienced by students, staff, and faculty.
- Analyze data for reporting purposes.
- Analyze department procedures to develop and make recommendations for improvements.
- Participate in the implementation and testing of new software including release updates.
- Identify errors, conduct fit and gap analyses, and develop recommendations for improvement.
- Provide support and advice for administering undergraduate course and examination scheduling activities by monitoring and recommending changes to course enrolment controls, category codes, course requisites, and other scheduling information such as rooms, instructors, and course and academic program constraints.
- Write a variety of documents including, but not limited to, procedure manuals and correspondence.
- Create and populate spreadsheets to track and maintain information pertaining to examinations and scheduling.
- Respond independently to inquiries that are specific in nature and require a thorough knowledge of established departmental policies and procedures.
- Act as a liaison with the registrar, instructors, faculties, and other educational institutions to ensure the efficient administration of exams and tests for all students including special arrangements for students with disabilities and religious accommodations.
- Exchange academic and administrative information with others.
- Review enrolment forecasts and look at historic course offerings to determine the impact on room availability.
- Request extracts and import data required to populate scheduling, sectioning, and exam administration databases.
- Calculate ratios for balancing and seating required for scheduling courses, examinations, and sections.
- Calculate ratios against course capacity limits to achieve maximum room utilization.
- Gather and compile information required to research and identify relevant scheduling and sectioning constraints.
- Provide scheduling and examination advice to others.
- Plan, coordinate, and deliver training sessions on relevant data collection, procedures, and policies.
- Create, update, and maintain databases to input, track, and retrieve information.
- Provide access to accommodation services for students with disabilities.
- Invigilate and monitor examinations.

**Supervision**:

- Responsible for hiring and supervising 10 or more casual employees during examination periods.

**Requirements**: