Academic Calendar Co-ordinator

Overview:
**Term: 2 Years**

The Academic Calendar Co-ordinator works collaboratively with and assists the Editor/Manager to effectively produce and publish the Undergraduate Studies Academic Calendar (“Calendar”) annually. The Undergraduate Calendar provides official information about dates, courses, programs, and related policies and regulations for students and applicants, as well as general information about the University.

The Academic Calendar Co-ordinator assists to maintain the Calendar in its current maintenance system while simultaneously assisting the Academic Calendar and Curriculum Management project team during the implementation of a new system.

**Responsibilities**:
Academic Calendar Maintenance System
- Responsible for the production of training and procedural documentation, and helpful resources for Calendar representatives
- Sets and records permissions and access of staff/faculty using the software
- Conducts training sessions for new Calendar Managers
- Acts as the point of contact for inquiries, troubleshooting, and solving problems that originate from Calendar representatives
- Completes requests received to update the Calendar structure following existing processes and best practices
- Updates the friendly URL database
- Responsible for reviewing and editing several sections, centrally owned, Calendar content
- Responsible for making edits on behalf of several units

Publishing the Academic Calendar
- Ensures curriculum approved through the official governance committees and entered into the system by Calendar representatives is accurate
- Incorporates new material and information related to centrally owned Calendar content based on Senate and other University committee minutes
- Ensures edits submitted by Calendar representatives are accurate, grammatically correct, and compliant with accessibility legislation and Waterloo style guidelines
- Performs quality assurance by reviewing new and existing pages (over 800)
- Responsible for the final review of all approved course revisions in the student information system (course additions, modifications, and inactivations), as well as maintaining preface notes
- Maintains knowledge of best practices in academic calendar creation/publication and makes suggestions on ways to improve to continuously improve the Calendar
- Works with the Communications Co-ordinator to effectively communicate changes to the Academic Calendar to campus stakeholders
- Assists the Editor/Manager in preparation for go-live tasks and associated communications
- Prepares and publishes approved retro-active motions and amendments
- Attends and take notes for Calendar/Curricular Working Group meetings

Academic Calendar and Curriculum Management Project
- Assists the Editor/Manager with project-specific tasks, which may include:

- Reviewing, analyzing, and validating curriculum data in preparation for data migration
- Performing testing on the new system
- Ensuring existing systems or modules are phased out properly
- Assists the Communications/Change Working Group, which may include:

- Creating training resources
- Keeping campus stakeholders informed about project updates
- Performs research on topics at the request of the Editor/Manager or project team
- Consults with various campus stakeholders when consultation is appropriate

Communications
- Assists the Editor/Manager when communication needs are identified in special projects within the RO

Qualifications:

- Post-secondary education and/or a combination of education and work experience
- 1-2 years’ experience in a role where proofreading is a key accountability
- Experience and knowledge of producing accessible web content and accessibility requirements (AODA)
- Demonstrably effective editing and proofreading skills
- Strong attention to detail, planning, and co-ordination skills
- Excellent interpersonal communication skills for varied audiences
- Strong workflow and prioritization skills to manage multiple and conflicting deadlines
- Good project management skills
- Advanced: MS Office suite of products (Word, Excel, PowerPoint)
- Intermediate: web content management (Drupal, HTML)
- Knowledge of curriculum approval processes and governance structure

Vaccination Requirement Statement:
Failure to comply with the Vaccination Requirement if it is reinstated, including failure to comply with any future amendments to the Vaccination Requirement, or failure to comply with new health and safety policies/requirements implemented by the University, including those related to new mandatory employee vaccination, shall result in discipline up to and including termination of employment.

Equity Statement:
The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Trac