Scheduling and Systems Support Representative

Scheduling and Systems Support Representative

Job Title:

Scheduling and Systems Support Representative

Coordinates the processes of Course Scheduling for all academic, non‑academic courses and exam schedules, including the annual and term setup of control functions in the student information system (Colleague): establishes timelines for the annual timetable process for the Office of the Registrar and for all faculties; meets tight deadlines for entering all course related information requiring a high level of accuracy;

identifies common errors and implements solutions; continually prioritizes tasks and works independently.

• Manages critical control forms for each semester in relation to catalogue, schedule, registration, withdrawals and refund policies e.g. maintains and updates parts of terms to control withdrawal and refund policies; calculates start and end dates from course status and refund reports.
• Ensures all semester schedule submissions from departments are accurate and complete. Checks and updates all course information received from departments to ensure credits, contact hours, seat counts and accompanying labs are accurate, based on policies and procedures of the College.
• Enters data provided from academic and non‑academic departments into Colleague and Infosilem as required to build course and final exam schedules.
• Enters data, according to established procedures and rules, for timetabling and simulation purposes.
• Plans and competes timetable and scheduling activities, adhering to established deadlines.
• Works in partnership with Academic Departments and Service Departments to ensure accurate and effective timetabling business processes on a regular basis; makes recommendations on how to make effective schedule changes and utilizes Colleague functionality to streamline registration.
• Analyzes implications of anomalies within the Student Information System in regard to scheduling and registration.
• Assists in reviewing, analyzing, and recommending changes to scheduling policy, processes, procedures and systems.
• Communicates with appropriate stakeholders of scheduling conflicts and any issues noted by various stakeholders.
• Proofs and verifies all components of the course timetable prior to registration.
• Identifies the need for various reports for use in the execution of daily responsibilities.
• Maintains records of all schedule changes.
• Maintains current knowledge of all program/course offerings, start/end dates, and complexities with respect to registration/restrictions.
• Maintains ongoing communications with staff from other service areas and from program areas in connection with student related issues and problems.
• Adheres to college and legal requirements regarding the privacy and confidentiality of student information and records.
• Required to assist with the facilitation of exams during the exam period.
• Assists and provides support with college room bookings.
• Assists with the production and maintenance of the Scheduling procedure manual.
• Assists with admissions process, registration, mailings and other associated Office of the Registrar activities as requested.
• Be a contributing member of a team actively engaged in supporting students’ goals, and the College’s vision and goals.
• You will be part of a team actively engaged in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners.
• You will promote a positive work atmosphere by interacting and communicating in a professional manner that demonstrates mutual respect with students and colleagues.
• Other related duties as assigned.

• Two years post‑secondary credential in a relevant computer and/or business related field at a recognized post‑secondary institution.
• Minimum of two years of recent experience using complex integrated computer systems on a regular basis, or an equivalent combination of education and experience.
• Excellent working knowledge of the English language (written and verbal).
• Advanced level of proficiency in using and maintaining large relational databases (such as MS Office, Access, Excel and Word); ability to create, manipulate, and…