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Manager, Scheduling (Temporary Contract)
Centennial College in Toronto, Canada
 
 
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Date Posted 01/22/2021
Category
Admin-Other Administrative Positions
Employment Type Fulltime
Application Deadline Open until filled
 
 
 
 
 
Job Number:
J0121-0186
Job Title:
Manager, Scheduling (Temporary Contract)
Job Type:
Temp FT, Management & non-union Professionals
Bargaining Unit:
Non-bargaining
School/Department:
Student Success
Campus/Location:
Progress Campus
Pay Range:
$75,993.00 - $94,991.00/Year
Pay Band:
10 Admin
Hours/Week:
35
Open Positions:
1
Date Posted:
January 7, 2021
Closing Date:
January 22, 2021


Note: Due to the current COVID-19 pandemic, this position will be remote until further notice

Diversity, equity and inclusion are fundamental to our mission to educate students. We are committed to education that places strong emphasis on global citizenship, social justice and equity. We live this value through the strength and richness that diversity brings to our workforce and welcome contributors from equity groups including: Indigenous Peoples, Visible Minorities, Persons with Disabilities, Lesbian Gay, Bisexual, Transgender and Queer persons.

Position Summary

Reporting to the Director of Business Operations, Systems & Scheduling. The incumbent is accountable for the timely, efficient, cost effective, user friendly and accurate scheduling of all Centennial College’s post-secondary, apprenticeship, and continuing education classes as well as ad hoc (single short term on demand) bookings. The manager plays a key role in providing professional and comprehensive services for ES and consults as needed with the Student Life Enhancement Division (SLED), academic managers, Facilities, Information Technology and all other units and facilities associated with supporting an optimum scheduling system. The incumbent provides leadership in the strategic planning of process improvement and oversight of implementation activities that ensure space is allocated in a way that maximizes efficient usage, complies with the scheduling principles, is learner focused and optimizes delivery for a variety of pedagogical delivery methods as well as the associated student learning outcomes.

Based on best practice, industry knowledge, staff and student input, the incumbent is responsible for analysing space utilization as it relates to class scheduling and implementing continuous process improvements to coincide with institutional growth and program evolution and for ensuring that the systems, financial, and human resources necessary for effective delivery of scheduling activities are continuously synchronized to these process developments. Encompassing all aspects of the scheduling process, the Scheduling Principles are the framework for which decisions are made. The Scheduling Manager is responsible for the systematic review and strengthening of the principles. The Manager further collaborates in the design; implementation and execution of the College’s AIS (Academic Information System) and AIS related systems that support registration, scheduling, student record-keeping activities, and student services.

Responsibilities

  • In collaboration, co-designs and oversees the framework and set of principles that direct scheduling decisions, client responses, service delivery and assessment.
  • Chairs a user group comprising staff from the academic community and service groups, which establishes College policy and operating guidelines for the College’s scheduling system. As well, the incumbent oversees the application of these guidelines.
  • Provides leadership to the scheduling team to ensure that academic course timetables are produced within critical deadlines, are free of conflict, and parameters align with rules of collective agreements, established College policy, approved instructor accommodations and physical space constraints.
  • Establishes critical path and timelines for scheduling and registration and works collaboratively with Academic Manager and other departments to finalize registration dates.
  • Works collaboratively with the Centre for Part Time Learning in the development of the Part Time Learning schedule (i.e. evening and weekend schedule).
  • Leads the timely creation of scheduling data in the AIS in order to meet faculty assignment requirements for Standard Workload Formula (SWF) and contract faculty creation.
  • Provides leadership to scheduling team by setting high-level priorities in line with the strategic objectives of the College and the business objectives of Enrolment Services.
  • Develops the Scheduling Office’s goals and objectives and establish and implements policies and procedures.
  • Manages the ad hoc class and computer room bookings across the college (not including external rentals)
  • Ensures the Scheduling Office’s systems and protocols effectively accommodate the college’s enrolment objectives, collective agreements, and the requirements of the College’s Health and Safety regulations.
  • Key contact and has primary responsibility to analyse and resolve any major scheduling issues.
  • Support marketing with communication to students regarding schedule complaints.
  • Accountable for the effective and efficient use of the college room inventory.
  • Responsible for overseeing the planning and implementation of innovative scheduling techniques to support the college’s strategic initiatives:
  • Using a variety of methods including focus groups and surveys, measure and report on client sentiment related to schedules, process and output of the scheduling department. Including measuring progress to achieve these goals.
  • Manages the office’s budget by monitoring and preparing reports on budget expenditures, and ensuring the allocation is optimized in achieving stated objectives.
  • Produces statistical scheduling reports as required to internal and external sources (consultations, Colleges Ontario Facilities Standards and Inventory (COFSI), etc).
  • Production of an annual scheduling report focusing on utilization, appropriateness of schedule production, student, staff and faculty feedback and ongoing issues actions for the department.
  • Project long-term classroom needs to support the enrolment goals of the college.
  • Accountable for the integration of the college’s electronic scheduling system (Infosilem’s Enterprise and Academic Suite, or any similar system in use by the College for scheduling purposes) with the college’s AIS.
  • Provide direction in conjunction with IT to develop, revise, and maintain all scheduling related AIS forms, processes and reports required for the function of the Scheduling Office


Qualifications/Experience

  • A 3-year degree, ideally in any of the following disciplines – business/education administration, information systems, or the equivalent combination of experience, training and education.
  • Five years’ direct scheduling experience in a postsecondary institution (or in a field of similar complexity).
  • Experience working with and managing scheduling systems or processes
  • Experience in effectively managing a team in a high paced, high volume, service-oriented environment including experience in supervising, motivating and developing the skills of employees
  • Proven ability to reach consensus on challenging or divisive issues; sound negotiation and conflict resolution skills as well as political acuity
  • Experience working in a technical capacity with an Enterprise Resource Planning tool, specific experience in registration systems and computerized academic records management is an asset.
  • Contemporary knowledge of and experience with enrolment management policies and practices.
  • Experience in budget development and fiscal management.
  • Data management, analysis and statistical skills,
  • Solid skills in developing and implementing new business procedures and workflows
  • Strong research, and policy analysis skills
  • Proficiency in PC software such as Word, Excel, and Access,
  • Completion of PMP (Project Management Professional) or CBAP (Certified Business Analyst Professional) designation would be considered an asset
  • Excellent written communication and analytical skills,
  • Excellent public relations and public speaking skills, and ability to ensure the college’s ‘brand’ is expressed through various activities
  • A strong customer service mentality,
  • Ability to collaborate with a range of internal and external partners/clients
  • Demonstrated ability to work well with a wide range of people, and commitment to issues of diversity.
  • Demonstrated and successful project management experience recommended


Proof of credentials or equivalencies from accredited regional or federal post-secondary institutions and/or their foreign equivalents will be required at the time of job offer.

When applying, your cover letter and résumé must include examples that reflect all of the requested skills and qualifications and must be submitted online by January 22, 2021 at 11:59 PM EST. Please quote Job ID J0121-0186. Misrepresentation of applicant information will be grounds for your exclusion from the competition or for dismissal should you subsequently be hired for the position. We wish to thank all applicants for their interest and advise that only those selected for an interview will be contacted.

We are committed to providing persons with disabilities equal opportunities regarding all employment activities, including access to jobs and accommodations during employment as required, in accordance with the Ontario Human Rights Code (OHRC) and the Accessibility for Ontarians with Disabilities Act (AODA).

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