Manager, Systems & Scheduling: Competition #200

An Internal/External Posting in the Exempt Employee Group.

Castlegar

Posted: Tuesday, October 23, 2018
Closes: Friday, November 02, 2018

Reporting to the Vice President, Students and Advancement/Registrar and utilizing a service excellence approach, the Manager, Systems and Scheduling is responsible for providing leadership and expertise for the implementation and operation of class and exam scheduling systems, ongoing operations of the legacy student records system, overseeing business process documentation and optimization for the division and updating and/or draft policy creation related to their work.

Main Duties and Responsibilities

CLASS AND EXAM SCHEDULING

• Provides leadership to the transition from current scheduling systems, practices and procedures to a newly selected system and/or approach
• Ensures efficient and effective scheduling practices with minimum disruption for students and the education division
• Builds and retains confidence in stakeholders in terms of their use of current systems and the transition to a new system; maintains ongoing operations of legacy systems

MANAGES DIRECT REPORT(S)

• Provides effective leadership and supervision to assigned employees
• Completes hiring processes for employees in their area of responsibility in accordance with College processes and collective agreements
• Ensures that new employees receive an orientation and training program and are adequately prepared to undertake their assigned duties
• Conducts evaluations for all temporary and probationary employees, in accordance with processes and forms provided by the Human Resources Department 
• Conducts employee evaluations on a timely basis for all staff in accordance with College processes and collective agreements, ensuring that job descriptions are current
• Ensures that job duties are documented and that an active and dynamic staff backup training plan is in place so that uninterrupted services can be provided to students and on assigned projects; approves time worked and vacation records

PROJECT AURORA – U4SM

• Collaborates with Project Aurora-U4SM lead, Registrar Office staff and other stakeholders to achieve project objectives efficiently, effectively and on schedule
• Participates in and at times conducts staff engagement meetings and working sessions; provides guidance and input to the implementation of the Project Aurora U4SM

MAINANTENCE AND ONGOING OPERATION OF THE STUDENT LEGACY SYSTEM

• Works collaboratively with stakeholders to ensure efficient operation of the current system
• Where changes are necessary during the transition from the legacy system, ensures that stakeholders are consulted and Project Aurora project timelines are not negatively impacted
• Works toward shifts in practices and approaches that bring further alignment with system partners and best practices
• Troubleshoots issues and challenges with Registrar Office employees, VIU programmer and Registrar as part of reaching optimal service for students during the system transition period

OTHER DUTIES

• Prepares accurate, concise and timely reports and updates related to their work; prepares draft policy and procedures related to their work
• Oversees the development of business process documentation for the division; performs other related duties as assigned by the Vice President, Students and Advancement/Registrar

Skills, Knowledge and Abilities

• Considerable knowledge of the academic processes and requirements in the post-secondary system is a definite asset
• Considerable knowledge of academic rules, regulations and requirements as set out in the College and Institute Act and College policies is a definite asset
• Considerable knowledge of all aspects of academic records, student information systems and systems-supported student relationship management solutions a definite asset
• Working knowledge of college objectives, operations and administrative and organizational structures is an asset; demonstrated project and change management expertise
• Strong interpersonal skills, including communication (written and oral) and conflict resolution skills; strong information literacy and computer skills
• Demonstrated ability to clearly express views, ideas and facts effectively, both orally and in written form
• Demonstrated ability to deal effectively with individuals at all levels in a variety of consultative and collaborative processes; demonstrated skills in supervision and team-building and ability to build effective teams
• Demonstrated ability to create and maintain a positive, student-centered working environment that supports students, instructors and employees; demonstrated ability to provide leadership to a diverse group of employees with differing positions, interests and priorities
• Demonstrated ability to exercise analytical skills, assess problem situations and apply independent judgment; attention to detail yet able to delegate with clarity, support and set expectations
• A commitment to continuous learning as the foundation of a professional development planning process; a commitment to collaborative and consultative processes

Education and Experience

• A relevant bachelor’s degree in a related field such as communication, education and/or business/public administration
• Five years of relevant experience with technology-based systems including student information systems, computer applications, budget and financial processes
• 3-5 years of supervisory experience
• Demonstrated experience managing projects where there is a need for collaboration and teamwork to achieve project goals; demonstrated experience initiating managing change-management projects and processes
• Demonstrated leadership, supervisory and organizational competence in a post-secondary environment including working as part of an administrative team

This is a full time, continuous administrative position being offered for a two-year period with a possibility of an extension due to the Aurora Project.   In accordance with the Administrative Staff Employment and Benefit Program, the salary range is EX9 $2,438.12 - $3,575.88 bi-weekly at a 100% appointment and is based on qualifications and experience

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