Systems & Scheduling Coordinator: Competition #113
An Internal/External Posting in the PPWC Employee Group.
Castlegar
Posted:
Tuesday, June 26, 2018
Closes: Tuesday, July 10, 2018
Reporting to the Manager, Systems & Scheduling, utilizing a service excellence approach, the Systems & Scheduling Coordinator is responsible for maintaining program and course inventories and intakes, generating and testing course timetables and exams schedules in adherence with defined operational timelines.
The Systems & Scheduling Coordinator will play a key role in operationalizing new scheduling software, supporting process documentation and course and program data convergence as required by Project Aurora. Attention to detail and the ability to accurately enter and verify significant volumes of data are a requirement to this work.
Main Duties and Responsibilities
Maintains course and intake inventories in SRS in accordance with established governance practices and related policies:
- Creating and maintaining program, semester, and annual intake inventories, program intakes, enrolment and registration terms and periods, and program bulkload codes
- Performing data-entry and data validation in adherence to institutional timelines
- Confirming tuition and fees against institutional fee by-law, ensuring the appropriate fee codes have been applied to all courses and programs
- Reviewing course seat capacities, updating where directed by School Chairs
- Working with Institutional Research to determine classification of instructional programs (CIP) codes for new programs
- Creating a curriculum database for program and courses for the purpose of validating graduation requirements, tuition and fee calculations. Updating as necessary with approved changes as per Selkirk Governance Policy
- Reviews and tests all course and program data, including but not limited to program deposits, tuition and supplementary fee calculations, course details, refunds, waitlists, enrolment terms and web registration prior to making available for operational testing and/or use
Creates and maintains semester timetables and exam schedules:
- Participating in the implementation of new scheduling software and deploying exam schedules using specially designed scheduling software
- Communicating with internal stakeholders to facilitate the efficient and timely coordination of scheduling related activities
- Minimizing student and instructor timetable conflicts while maximizing facilities utilization
- Initiates and completes each process within allotted timeframes, makes final schedules available to students, instructors and relevant others
Completes all requirements of the position accurately with full attention to the detail, according to established operational schedules
Support Student Records System (SRS) users in accordance with established procedures and implementation and operational support between legacy system and Project Aurora and related project requirements:
- Responding to SRS related inquiries and identifying systems issues through the Help Ticket system
- Generates reports to correct incomplete and/or incorrect data in consultation with internal stakeholders in the Office of the Registrar
- Corrects incomplete and/or incorrect data as part of data convergence for Project Aurora
- Prepares process documentation related to primary duties and responsibilities, and works with supervisor to set work priorities
Maintains an ongoing knowledge of:
- Institutional Governance policies, standards, and practices; Approved changes to College policy, enrolment processes/practices
- Institutional scheduling, timelines and important dates
Performs other duties as assigned by the supervisor
Skills, Knowledge and Abilities
- Knowledge of College admission, registration, scheduling policies and procedures
- Advanced Excel (spreadsheet) skills and strong computer skills including Windows, spreadsheets, student records systems (SRS) and SLED
- Attention to detail and ability to meet established deadlines
- Ability to process large volumes of data and information and develop process documents and flow charts
- Strong ability to assess written communication and produce written instructions; Excellent interpersonal relationship, communication, and collaborative skills
- Demonstrated ability to and deploy new complex scheduling software
- Strong organization and problem-solving skills, motivated to complete work accurately, collaboratively, on time, and in a professional manner
Education and Experience
- Business, Information Technology, or other relevant Diploma with demonstrated professional development
- Minimum 3 years related experience in a combination of systems implementation, Finance, and/or post-secondary role
- Experience working with cross-functional teams and Experience in data input, tabulating large volumes of information, and reviewing for accuracy
- Experience working in a dynamic environment involving problem solving, continuous improvement, process implementation and status reporting
This is a full-time, temporary position commencing as soon as possible for the duration of Project Aurora which is anticipated to run to March 31, 2020. Salary will be Pay Grade 10, $28.62 per hour- in accordance with the PPWC Collective Agreement.
Selkirk College appreciates the interest of all applicants, however, only those selected for an interview will be contacted. Interested and qualified applicants are invited to email their chronological resume (along with cover letter, work references and supporting documentation including diplomas and transcripts) no later than 4:00 pm on the closing date to . The personal information provided by applicants is collected pursuant to Sections 26 and 27 of the Freedom of Information and Protection of Privacy Act (FIPPA). The required personal information is collected for the purposes of supporting and evaluating your application for employment with Selkirk College and for aggregate statistical purposes. The personal information will be used, retained and only disclosed by Selkirk in accordance with FIPPA. The information is related directly to and needed by Selkirk to initiate the employment application process. The information will be used to contact references supplied by you, evaluate your qualifications, and complete the employment process by making a hiring decision.
Selkirk College is committed to a diverse and inclusive workplace that empowers all employees to reach their full potential and where each member of the college community shares a responsibility for developing and maintaining a healthy work environment in which differences are valued. The college welcomes applications from persons with disabilities, visible minorities, and Aboriginal people. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.
All résumés must be submitted via email.
This posting closes on Tuesday, July 10, 2018.