Job Description

Requisition Details

• Job Title: Academic Scheduler
• Requisition #: 24-0536
• Location: Doon
• Department: Academic Scheduling
• Payband: G
• Starting Rate: $32.42
• Payband Range: $32.42 - $37.57
• Hours/Week: 37.5
• Posting Date: Friday, June 14, 2024
• Closing Date: Monday, June 24, 2024 at 11:59 PM EST
• Vacancy Type: Support Staff - Full-time

Support Staff Full-time Replacement Position

(First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements)

The Academic Scheduler works as a member of the Academic Scheduling team, which is an integral part of the Registrar's Office. The incumbent performs a wide variety of routine, non-routine, and complex tasks related to the creation of timetables, along with all associated administrative tasks that are part of the scheduling process and cycle. Using the scheduling software (Timetabler/Academic), central space booking system (Enterprise) and Student Information System (SIS), the position is responsible for processing and loading the academic planning data to produce conflict-free timetables and generate faculty Standard Workload Forms (SWFs).

Successful candidates will be required to conduct work within Ontario and must be available to work on campus as required. It is anticipated that this position will meet the needs of the department through a fully remote work arrangement in alignment with the department's working hours of 8:00 am - 5:00 pm.

Responsibilities:

• Independently creating, updating, and issuing loading sheets to the School in alignment with the Curriculum design, including maintaining component details in SIS and monitoring for program design changes
• Building all full-time course sections, components, and meets in SIS each term to align with the loading sheet requirements identified by the School to achieve final timetable and block registration outcomes
• Interpreting loading sheet data to determine the following: build custom block plans; input projected program level enrolment, number of required sections, course delivery requirements…etc.; input groups, sequences, distributions and employing approved scheduling strategies; inputting Part-time and Full-time faculty assignments and availability
• Leveraging multiple software systems, manual processes, and scheduling strategies such as prescheduling, pavilion assignment, room ratios, room characteristics, block-offs, etc. to achieve final timetable outcomes
• Analysing data manually and through system reports to identify and resolve incomplete data, incorrect data, conflicts, and scheduling issues
• Reviewing final student and faculty timetable outcomes to ensure alignment with the loading sheet, Academic Scheduling & Timetabling Regulation, and any other related documented policies and procedures
• Monitoring and managing block student registration and enrolment (e.g. managing ghost blocks, block seats and distribution, reviewing scheduled room assignments for space/capacity etc.).
• Collaborating and communicating information across teams, such as Registration and Enrolment, Curriculum, International Office, Fees, IT, Facilities, and Human Resources, as required to share information and resolve issues pertaining to scheduling
• Navigating and interpreting data from various sources such as SIS, Timetabler/Academic, Enterprise, Loading Sheets, Laserfiche, Email, Microsoft Office (Teams, SharePoint, etc.) in various formats such as Word, Excel, Forms, etc.
• Processing changes from the School related to course section details, delivery requirements, enrolment projections, section additions or cancellations, block and ghost block management including additions and cancellations, block registration requirements, faculty assignments, faculty availability, and Standard Workload Form (SWF) revisions
• Evaluating change requests and communicating issues that are barriers to the final timetable outcome, create an overall negative impact to the student timetable, or are not in alignment with the Academic Scheduling and Timetabling Regulation to the Manager
• Confirming faculty in Overtime (OT) and reviewing faculty against the probation list
• Generating finalized SWF and SWF revisions from SIS and providing to the School in accordance with SWF Guidelines, Academic Employees Collective Agreement, and corresponding deadline dates
• Tracking returned and invoked SWFs, updating the SWF Appendix in SIS, and saving all SWF documentation
• Reviewing Approval for overtime to confirm the Full-time faculty overtime is in alignment with the signed SWF for processing by Payroll, while identifying submission errors and sending back to School stakeholders for correction/resubmission
• Identifying Full-time faculty with overtime changes based on the actual student numbers on the Audit date, and generating the SWF Actual and associated documentation
• Participating on committees or projects to provide information related to scheduling and space efficiencies
• Assisting with the creation of the General Education elective baskets each term
• Processing and completing One-time Room Bookings as required, including prioritizing requests based on the date required, communicating with the requestor to clarify information, recommending alternatives when space is not available; ensuring requests do not constitute a timetable change, and reserving required space in Enterprise
• Processing and completing room booking requirements related to non-full-time scheduling activity such as Continuing Education (CE), Dual Credit, Corporate Training, etc., as required
• Participating in orientation and training sessions for new users (Chair, Program Manager, Assistant) and providing assistance regarding policies, processes, and systems related to Academic Scheduling
• Acting as a resource for Scheduling by directing inquiries to other staff within the department, College or to policies and procedures related to Scheduling
• Adjusting timetables as required due to the impact of changes in scheduling due to unforeseeable events (government mandates, strikes, etc.)

Qualifications:

• Two-year Diploma in Office Administration, Business Administration, Communications, Information Management, Social Science, or related field is required
• Three years of relevant work experience to include working with database systems, spreadsheets and software application systems is required
• Knowledge of internal systems - Student Information System (SIS), Loading Sheets, Timetabler/Academic (scheduling software), and Enterprise/Campus (space booking system) is considered an asset
• Familiarity with the Academic Collective Agreement is considered an asset
• Ability to function as a strong team player as well as ability to work independently
• Ability to coordinate, organize, interpret, and comprehend information supplied in various formats and from many different sources
• Excellent analytical and problem-solving skills
• Excellent time management skills and the ability to work under pressure to meet deadlines
• Superior customer service skills
• Demonstrated ability to communicate succinctly and clearly in a professional manner
• Willingness to engage and bring to resolution in difficult and/or contentious situations
• Demonstrated practice of following policies and procedures and ability to bring to other's attention when these are not being followed

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