Scheduling Officer

Position Job Title: Scheduling Officer

Location: Niagara Falls, Ontario, Canada (Onsite)

Reports To: University Registrar

Overview

Reporting to the University Registrar, the Scheduling Officer is the direct contact for all institutional-wide room scheduling systems and processes. The incumbent completes an extensive review and analysis of each term’s data to create student and faculty course and examination timetables for all programs (undergraduate, graduate, and pathway) at the institution. They will review the relevant scheduling information, data and restrictions and resolve any scheduling conflicts. The incumbent is the primary resource for all system-related upgrades and implementations related to scheduling. The Scheduling Officer creates and maintains user roles and customization to support users and collaborates extensively with all stakeholders and builds consensus on scheduling while providing technical advice.

The Scheduling Officer ensures that the SIS (Student Information System) is aligned with the scheduling software upon reserving rooms. Supports business continuity initiatives requiring coordination for emergencies, renovations, etc. Ensures that ad-hoc; conference and even activities; and all other requests do not compromise the integrity of the academic student schedules. The incumbent is responsible for the allocation of all academic space and is a critical liaison between academic schools, registration staff, along with staff in the Office of the Registrar, and acts as a resource to those colleagues.

Specific Responsibilities

Analysis and Creation of Institution Schedules:

• Develop the academic schedules for both campuses and all offsite deliveries for the Winter, Spring, Summer and Fall terms.
• Work with the academic departments to ensure the accuracy of the loadings by conducting an extensive validation process.
• Create and troubleshoot the data files used the transfer information between the student information system (Colleague) and our scheduling software (TBD).
• Schedule and assign the academic classrooms and specialized learning spaces to ensure program, faculty, and curriculum restrictions/requirements are accommodated.
• Identify, analyze, recommend solutions, and resolve timetabling issues with Academic and Institutional leadership; finding compromises and solutions to problems, such as, determining the placement of courses with forced activity.
• Ensuring institutional policies, procedures, and academic key dates are adhered to.
• Execute change requests and implement modification made into the scheduling software (TBD). Transferring all updates into Colleague and Ellucian Experience to align all relevant systems with accurate, consistent data.
• Support changes to enrolment by advising the academic departments and leadership in order to develop a plan to modify, create, remove, academic courses and sections to ensure all students are appropriately enrolled.
• Assist facilities and IT with space requests for non-academic purposes.
• Responsible for the scheduling of all academic space for all purposes (i.e., ad-hoc academic delivery, maintenance, meetings, etc.).

Systems, Support and Processes:

• Facilitate software upgrades and improvements to scheduling software (TBD) and Enterprise Systems with both internal systems support teams and scheduling software services.
• Identify and resolve technical issues with data generated for uploads and downloads into multiple systems.
• Report and troubleshoot system issues to scheduling software provider (i.e., software crash).
• Conduct testing of various institutional system such as Colleague and scheduling software (TBD). Troubleshoot processes required by the scheduling department and identify and communicate all technical issues to IT; collaborate with IT to resolve the issues.
• Develop and maintain scheduling training manual, documenting new processes and publish to institutional community (if necessary).
• Collaborate with academic areas, facilities, and IT departments to resolve conflicts related to each departments individual requirements.
• Communicate effectively with the institutional community throughout the scheduling process to share new information, techniques, and suggestions for improvements.

Systems, Support and Processes:

• Develop reports to assist institutional leadership in the analysis of space and how it relates to the management and development of new/existing program delivery.
• Analysis related to space utilization reports as required.
• Formulate data reports to assist relevant institutional committees in the re-design and usage of existing classroom space.
• Identify and resolve all issues with academic schedules such as room changes, due to increased enrolment and faculty updates that create new timetable conflicts.
• Distribute student, faculty, and room schedules to the entire institutional community.

Position Requirements

Competencies:

To be successful in the Scheduling Officer position, an individual must be committed to developing, maintaining, and demonstrating the following:

• Solid planning, analytical, organizational, and strategic thinking skills.
• Excellent writing abilities and proven abilities to communicate effectively with all members of the university community, including senior administrators.
• Demonstrated ability to exercise sound judgment, prioritize tasks, proactively plan, and anticipate and problem-solve issues as they arise.
• Ability to work under pressure, meet deadlines, and work on multiple tasks simultaneously, and ability to work independently.
• Demonstrated ability to initiate, develop and maintain partnerships, relationships, and regular contacts, and to facilitate collaborative and innovative approaches to business (enrolment) planning.
• Proven service-oriented focus.
• Excellent knowledge of registrar processes.
• Organization: efficient, effective, dependable time and priority management skills.
• Problem solving and effective conflict resolution.
• Confident and responsible decision-making.

Education and Experience

• Completed post-secondary credential in Business, International Business, International Relations, Business Operations Management, Information Technology, or a related discipline (equivalent combination of education and experience may be considered).
• Minimum four (3) years of progressive experience within a higher education setting, preferably within an Office of the Registrar or student support department.
• Prior experience in an academic administration environment, including competency with ERP, office tools, and familiarity of logistics and capacity planning.
• Demonstrated understanding of the student lifecycle within a post-secondary institution, strategic enrolment management concepts, and academic policies.

Diversity, inclusion and equity

The University of Niagara Falls Canada (UNF) is strongly committed to equity, diversity, and inclusivity within its community and especially invites applications from all qualified candidates. Racialized persons / persons of color, women, Indigenous / Aboriginal People of North America, persons with disabilities, 2SLGBTQI+ persons, and others who may contribute to the further diversification of ideas are encouraged to apply.

We will accommodate the needs of the applicants and the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the selection process, please advise to ensure your accessibility needs are accommodated through this process. Information received relating to accommodation measures will be addressed confidentially.

We appreciate all applications received; however, only candidates selected for an interview will be contacted.