Academic Scheduler - Kitchener, Canada - Conestoga College

Conestoga College

Verified Company

Kitchener, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Requisition Details:

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Job Title:Academic Scheduler**:

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Requisition #:24-0536**:

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Location: Doon

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Department: Academic Scheduling

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Payband: G

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Starting Rate: $32.42

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Payband Range: $ $37.57

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Hours/Week: 37.5

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Posting Date: Friday, June 14, 2024
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Closing Date: Monday, June 24, 2024 at 11:59 PM EST
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Vacancy Type: Support Staff

Fulltime

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).

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 fulltime 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 Parttime and Fulltime faculty assignments and availability
Leveraging multiple software systems, manual processes, and scheduling strategies such as prescheduling, pavilion assignment, room ratios, room characteristics, blockoffs, 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
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 Fulltime 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 Fulltime 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 Onetime 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 comp