Program Support and Scheduling Officer
City : Hamilton
Category : Full-Time Support
Industry : Education
Employer : Mohawk College
Status: Full Time
Hours: 35 hours/week; Monday to Friday
Home Campus: Fennell
No. of Positions: 3
Pay Band: G
Pay Rate: $30.87
Posting Date: March 31st, 2023
Closing Date: April 6th, 2023 at 7:00pm EST
Please be advised that according to Full Time Support Staff Collective Agreement, Article 17.1, preference will be given to qualified employees within the Full Time Support Staff bargaining unit, Appendix D (in the role for 6 consecutive months) and RPT employees who have passed probation at Mohawk College. Should a suitable candidate not be found, external candidates will be considered.
We support and encourage the contributions of our diverse employees. We are committed to nurturing an equitable, diverse and inclusive (EDI) environment for everyone who learns and works at Mohawk College. We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators we believe it is important to act and show leadership in advancing the principles of equity, diversity and inclusion in our community.
Mohawk College is currently recruiting for our next
Program Support and Scheduling Officer
Under the direction of an Associate Dean, and working in their portfolios, the Program Support and Scheduling Officer provides operational support for the portfolio, performing a wide range of functions that contribute to the success of students and faculty, including: academic planning; timetable requirements; full-time faculty standard workload forms; tracking for non-teaching agreements; and exam scheduling.
In addition, this position supports financial reporting for the portfolio. The incumbent is responsible for a wide variety of financial analyses and reports for the Faculty of Engineering Technology. The incumbent will reconcile all financial accounts for the portfolio; provide advice and guidance to the Associate Deans and department managers concerning departmental budgets and budget preparation; support purchasing and procurement, including expense reconciliations; are responsible for all part-time contracts, including timesheets and additional payments to full time staff (teaching and non-teaching).
The incumbent must be able to function at a level that requires independent problem-solving and decision-making skills in the execution of the various and complex activities and issues.
Working as part of the Administrative team, which includes the Associate Dean and Administrative Assistant to the Associate Dean in the School of Engineering Technology and Aviation; provides support to Faculty, staff and students, as follows:
The incumbent is responsible for the development of academic schedules for all post-secondary programming at the Fennell Campus.
Specific responsibilities include:
- Enter faculty workload data into workload management tools (e.g. SUMMIT) and run SWF’s for faculty, including SWF changes as necessary.
- Review past enrolments comparing workload management tools, FastSuite, Cognos, Academic Reporting Tool and Registrar’s office and Scheduling reports.
- Critical analysis of preliminary academic and exam schedules, revision and confirmation of final schedules including room assignments and invigilator requirements.
- Determine room requirements for lectures and labs and request appropriate rooms for both, according to the requirements.
- Analyze, troubleshoot, and resolve discrepancies on the scheduling workload spreadsheet (academic blocks, faculty, prep types, rooms/labs).
- Analyze workload information for faculty, ensuring that schedules conform to the guidelines established in the Academic Collective Agreement and any relevant local agreements.
- Identify situations, which are not feasible, practical or desirable and determining the extent to which the AD should be involved in the solution process, and providing the AD with suggested recommendations for resolution of the problem.
- Assist in the creation of student, room and faculty timetables.
- Use of Microsoft suite of products including MS Teams.
- Program queries for system integration and/or data merges with Banner, FAST suite and/or LMS.
- Review academic program of studies timelines and critically assess impacts of timelines on workloading and scheduling.
- Investigate system and process improvements and present recommendations to all stakeholders.
- Initiating and processing standing orders for annual supply and service contracts, and keeping track of what has been expensed to these orders. Preparing and processing portfolio purchase requisitions. Verifying order accuracy and receipt of goods and services and approving payment.
- Reconciling credit card purchases for portfolio cardholders.
- Processing and following up of expense claims. Involves knowledge of account strings and of any changes to the payment procedures.
- Tracking and documenting external partner contracts, software licenses.
- Order supplies for office, faculty and labs.
- Responsible for all file management within the program cluster in accordance with the requirements of government regulatory bodies, college policy and procedures, and program area practices.
- Process invoices and purchase orders, reconcile internal and external accounts.
- Maintain accurate spreadsheets – PT planner, URCs, SWF complimentary hours.
- Maintain accurate budget forms including transfers, etc. and reconcile portfolio accounts monthly; report regularly to AD and to Operations Manager on financial status of the portfolio.
- Responsible for processing and monitoring contracts and payments made to part-time, partial load and sessional faculty/staff as well as processing additional payments to full time faculty.
- Initiate the processing of all part-time contracts and SAFs within the portfolio, and monitor full-time support O/T payments by reviewing staffing requirements through SWFs and schedules and initiating all paperwork for ADs and Ops Manager.
- Is the contact person for part time hires within the portfolio, responsible to ensure that all new staff understand and receive required information from HR.
- Troubleshoot issues.
Provides back-up for other positions: Administrative Assistant to the Associate Dean, Accreditation Support.
Perform other duties as assigned.
The successful applicant must have:
- A two-year post-secondary diploma/certificate in Office Administration, Business, Computer Studies or equivalent.
- Two years of practical and related experience in an office environment, preferably in a post-secondary setting.
- Proven ability to initiate work and work independently.
- Excellent abilities to prioritize work and multi-task.
- Proven ability to work with confidential material.
- Excellent interpersonal skills, tact and diplomacy; incumbent must deal with students, parents/guardians, faculty, support staff, administrators, external clients, PAC members.
- Excellent problem solving abilities and decision-making skills.
- Excellent listening, verbal and written communication skills.
- Ability to work in a dynamic, multi-program environment, requiring flexibility and stress-coping skills.
- MS Access at an advance level is required.
- Demonstrated commitment and understanding of human rights, equity, diversity and inclusion, and Truth and Reconciliation, with the ability to communicate and work effectively inter-culturally with diverse groups of students, employees and the community; experience developing programming and resources with and for the benefit of equity-deserving populations (e.g., newcomers, persons with disabilities, Indigenous persons, S2LGBTQIA+ persons) is an asset.
Mohawk College prioritizes recruiting and retaining diverse employees. With this in mind, the College is committed to fostering inclusive and barrier-free recruitment and selection processes.
Should you require accommodation through any stage of the recruitment process, please contact the Human Resources Department at (905) 575 - 2047.
Mohawk College is strongly committed to diversity within its community and especially welcomes applications from racialized persons, women, Indigenous people, persons with disabilities, S2LGBTQIA+ persons, and others who may contribute to the further diversification of ideas.
For more information concerning the Mohawk College strategic plan, please see: strategicplan.mohawkcollege.ca/