Scheduling & Workload Officer (Appendix D/Temporary Assignment: Sept. 2023 - Dec. 2023)

Status: Appendix D/Temporary Assignment: September 2023 – December 2023

Hours: Monday – Friday, 35 hours/week

Home Campus: Fennell

Payband: G

Rate of Pay: $32.42

Posting Date: September 13th, 2023

Closing Date: September 19th, 2023 at 7:00 pm EST

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

Scheduling & Workload Officer

Reporting to the Associate Dean, the incumbent is responsible for the coordination of the workload planning process of all resources, their allocation and availability in the Marshall School of Skilled Trades and Apprenticeship, in matters of people, scheduling/timetable, contracts and SWFs, adhering to College policy and deadlines and following functional guidelines of the Collective Agreement. This includes preliminary timetable planning, generation of full-time faculty SWF’s, part time employment contracts, generation and facilitation for all employee groups and the processing of any additional payment forms for both faculty and support staff. The incumbent will compile and analyse reports related to workload performance, efficiencies (TCH, block assignments, and course groupings) and report to the Associate Dean and Operations Manager. This position will integrate work processes with the faculty and Coordinators for course assignment suggestions and to ascertain all delivery mode and associated class and lab needs. The incumbent works as a team within this framework and is expected to provide suggestions to improve and streamline processes.

Responsibilities

The duties of this position include, but are not limited to:

Planning/coordinating Workload Planning And Timetabling Information

• Prepares SWF’s, securing required signatures and distributing to all faculty by the date established by the Faculty Collective agreement with the Associate Dean.
• Updates SWFs as a result of revisions, WMG ruling(s), and provides clarification to WMG as required.
• Works with the associate dean to schedule and ensure faculty are accruing the specified hours if an modified workload agree or local agreement are utilized.
• Develops projections and preliminary space requirements for academic programming. Liaison with key players to manage specialty labs unique to the Marshall School of Skilled trades and Apprenticeship and also those spaces shared between departments.
• After official count dates, as determined by the college, enters accurate number of students to determine if overtime payments arerequired
• Coordinates preliminary workload planning through data collection to provide analysis and suggest block sizes for each term, delivery modes and course requirements.
• Collects and coordinates all final exam activity for the department within Scheduling deadlines.
• Determining room requirements for lectures and labs and requesting appropriate rooms for both, according to the requirements
• Liaison with faculty, support staff, partners and external groups for issues related to course delivery mode, scheduling, timetabling, and facility usage.

Inputting all workload requirements into Mohawk’s SUMMIT and workload planning system:

• Review of timetables ensuring that schedules conform to faculty guidelines established in the Collective Agreement. Also reviews to look for solutions that will have the most positive impact on the student schedules (such as minimizing large gaps).
• Verifies all incoming/outgoing service requests from other areas for service provided by/to our division.
• Schedules based on the apprenticeship notational plan and guidelines set forth by the MLTSD
• Enters all workload data into the SUMMIT database by College deadlines.
• Schedules staff workloads and student schedules based on the different modes of delivery for apprenticeship (e.g. block and day release)
• Works with SUMMIT administrator and Scheduling and Academic Support to identify improvements to current processes.
• Ensures all course information is compatible with the correct version of the POS and reporting discrepancies to the Associate Dean.

Payroll And Human Resource Process Administration

• Assists new employees in completing required paperwork (Application for Employment, Intent to Hire, Direct Deposit/Income Tax etc) and arranging for access to College operating systems (Email set-up, MyMohawk, Fast Suite etc.)
• Creates and maintains Financial Planner to support Operations Manager with budget forecasting, mid-year and fiscal year end, and tracking of recoverable expenses by leaves and secondments.
• Monitoring part-time/sessional staffing hours to ensure compliance with College policies and procedures and Collective Agreements, notifying the manager when there is potential breach (ie: Sessional rollovers).
• Reviewing with part-time staff the process of preparing payroll timesheets both paper and electronic, and verifying completeness and accuracy.
• Prepares Part-time employment contracts for faculty and support staff.
• Prepares Staffing Action Forms (SAFs) to initiate payments for overtime, additional payments, special project activity, departmental reorganization, coordinator allowances etc., in accordance with Collective Agreement.
• Creates and maintains Timesheet Tracker each term to log missed/paper timesheets and record absences that will impact timesheet approval.

Internal Support Functions

• Collaborate with the Registrars Office and to keep the exemptions calendar up to date
• Assists Associate Dean and Operations Manager with special project data collection and report preparation.
• Monitors and assesses enrolment numbers during the add/drop period and adjusts block sizes accordingly under direction of Associate Dean.
• Generates departmental correspondence internally regarding Scheduling deadlines/activities, timesheets, and externally as required.

Other duties as assigned.

Qualifications

The successful candidate will have:

• A minimum of three years of practical and related experience in an office environment, preferably a post-secondary Scheduling setting
• A minimum of two-year post-secondary education in Office Administration, Business, Computer Studies or related field’ or equivalent combination of education and experience
• Demonstrated commitment and understanding of human rights, equity, diversity and inclusion with the ability to communicate and work effectively with diverse groups of students, employees and the community.
• Excellent knowledge of Microsoft office products is essential, including Outlook, Word, Excel, and intermediate knowledge of Access.

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, 2SLGBTQIA+ 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/