Position Summary

Temporary Full-Time Appendix D Support Staff, replacement contract position (3-month contract)

The Academic Scheduler is a key member of the Academic Scheduling team within the Registrar’s Office. The role is responsible for developing accurate, conflict-free academic timetables and supporting all related scheduling processes. Using systems such as Academic, the Student Information System (SIS), and Enterprise, the Scheduler analyzes, inputs, and maintains data to support academic planning and faculty workload assignments. This position plays a critical role in the effective and efficient delivery of academic programs.

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 remote work arrangement, Monday to Friday, 8:30 a.m. to 4:30 p.m.

Responsibilities

Scheduling and timetable management

Manage an assigned portfolio to achieve final scheduling outcomes Create, update, and distribute loading sheets to the Schools in alignment with curriculum design Build full-time course sections, components, and meets in SIS each term Interpret loading sheet data to build customized block plans, input projected enrolment, required sections, course delivery requirements, and pre-scheduled course data Enter groups, sequences, distributions, unavailabilities, and employ approved scheduling strategies Input part-time and full-time faculty assignments and availability Utilize multiple software systems and scheduling strategies to achieve final timetable outcomes Analyze data through system reports to identify and resolve incomplete data, conflicts, and scheduling issues Review student and faculty timetable outcomes to ensure alignment with regulations and loading sheets Monitor block student registration and enrolment; manage block seats, ghost blocks, and room assignments Identify and implement solutions to scheduling barriers and conflicts Adapt to frequent changes, system updates, and academic space changes Communicate unfavourable scheduling outcomes and facilitate resolution through professional dialogue Interpret data from various sources (SIS, Academic, Enterprise, Loading Sheets, Laserfiche, email, and Microsoft Office)

Faculty workload management

Supports the input, generation, and audit of full-time faculty Standard Workload Forms (SWFs) Confirm faculty in overtime status and identify probationary faculty Generate finalized SWF and revisions in SIS and distribute according to guidelines and agreements Review approval for overtime submissions for alignment with signed SWFs and identify errors

Scheduling support

Participate in committees or on projects providing information about scheduling and space efficiencies Assist in creating General Education elective baskets each term Process and complete one-time room bookings and schedule non-full-time activities (e.g., Continuing Education, Dual Credit, and Corporate Training)

Qualifications

Two-year diploma in Office Administration, Business Administration, Communications, Information Management, Social Science, or a related field is required Minimum three years of experience and working knowledge of database management, software systems, and spreadsheets is required Ability to function effectively both as a strong team player and independently Superior organizational skills with the capability to manage a high volume of data with great attention to detail Working knowledge of internal systems, such as the 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 Excellent analytical and problem-solving abilities Ability to coordinate, organize, interpret, and comprehend information supplied in various formats and sources Exceptional time management skills, with the ability to thrive in high-demand environments and meet deadlines Superior customer service skills, with the ability to communicate succinctly and clearly in a professional manner Willingness to engage in and resolve difficult or contentious situations Demonstrated adherence to policies and procedures, with the ability to address non-compliance