(Full-time Support Staff will be given first consideration)
As the COVID-19 pandemic evolves around the world and in our local community, Conestoga College continues to adjust plans based on the guidance provided by our local Public Health authority. Considering these unprecedented circumstances, all final hiring decisions remain contingent upon confirmed enrolment numbers and the evolving work environment. Conestoga College will take appropriate measures to protect the safety and well-being of our College community and prospective candidates throughout the recruitment and selection process, including the scheduling of remote interviews.
We require a qualified individual to join the Scheduling Office within the Academic Administration department to perform a variety of tasks related to Scheduling and space planning.
Although many of our employees are currently working remotely, all employees are expected to be able to work on campus as required.
Responsibilities:
Provide systems and scheduling support to Schools
Updating and issuing loading sheets to program area for completion of loading information
Entering course section detail and faculty information in the Student Information System (SIS)/Timetabler for timetabling purposes
Ensuring all programs, students, and faculty are timetabled in accordance with Scheduling guidelines, faculty availability, and program area needs
Processing changes as required through the scheduling cycle
Communicating scheduling issues/challenges and identifying possible solutions
Interpreting information provided in different formats i.e. Word/Excel, email, verbal
Monitoring registration and enrolment numbers; add/delete sections and adjust blocks to allow for registration, adjust room assignments as required
Preparing and maintaining Standard Workload Forms (SWF’s) (develop, issue to Chair, and revise in electronic format) based on information from the loading sheets
Accounting for all SWF’s within portfolio and forwarding to the Union office in electronic format
Assist Senior Academic Schedulers with various aspects of timetabling each semester
Completing all quality review checks at each stage of the scheduling cycle to ensure all aspects of the scheduling process have been completed to the highest quality
Utilizing and interpreting various reports to identify and resolve scheduling conflicts, rejects, and issues
Adapting to new processes, scheduling needs, and software upgrades as required
Receiving and processing one-time room reservations within Enterprise
Generating and analysing reports to support scheduling department decisions and needs
Assisting with various aspects of the Final Exam scheduling, such as proofreading and notifying faculty of room changes during the exam week
Providing team support by answering questions and sharing information
Assisting the team through periods of high demand
Assisting with simulation scenarios
Qualifications:
Two-year Diploma preferably in Office Administration or business-related field
Three years of experience to include working with spreadsheets and software application systems
Ability to function as part of a team
Superior organizational skills and ability to work with detail
Good 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
Knowledge of internal systems – SIS, Enterprise, and Timetabler, is considered an asset
Familiarity with the Academic Collective Agreement is considered an asset
Willingness to engage and bring to resolution 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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