Manager of Scheduling

Job Responsibility: Job Number: J0724-0359 Job Title: Manager of Scheduling Job Type: Permanent FT Management & non-union Professionals Bargaining Unit: 0 School/Department: Student Experience & Success Campus: Progress/Hybrid Location: Greater Toronto Area Pay Range: $94,113.00 - $117,641.00 Pay Band: 11 Admin Hours/Week: 35 Shift Schedule: Monday to Friday, 8:30 am to 4:30 pm. Date Posted: July 8, 2024 Closing Date: July 15, 2024

Centennial College recognizes and affirms Diversity, Equity and Inclusion and Indigenous ways of knowing as central to the vibrancy and uniqueness of its learning and working academic mission. We strongly encourage applications from members of Indigenous communities and all equity-deserving groups including Women, Racialized, Persons with Disabilities, and LGBTQ+ communities.

We also recognize that Centennial is situated on the Treaty Lands of the Mississaugas of the Credit First Nation and pay tribute to their legacy as well as that of all First Peoples that have been and remain present here in Toronto. We recognize that First Peoples come from sovereign Nations and that part of understanding our responsibilities of residing on this territory are understanding the true history, circumstances and legacy of the Treaties signed here (such as the Toronto Purchase, Robinson-Huron Treaty and Williams Treaties) and including pre-contact Treaties and Agreements between sovereign Nations and that all peoples in this area are therefore Treaty people with obligations and responsibilities to all our relations.

Position Summary

Reporting to the Director, Student Systems, Records and 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

• Minimum three-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' experience in a scheduling role, or several years of management experience in a postsecondary institution (or in a field of similar complexity).
• Experience working with and managing scheduling systems or processes.
• Experience working in a technical capacity with an Enterprise Resource Planning tool.
• Practical experience with a student information system or ERP software.
• Contemporary knowledge of and experience with enrolment management policies and practices.
• Experience in effectively managing a team in a high paced, high volume, service-oriented environment.
• Demonstrated leadership 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,
• Strong research, and policy analysis skills.
• Experience in budget development and fiscal management.
• Data management, analysis and statistical skills.
• Solid skills in developing and implementing new business procedures and workflows.
• Proficiency in PC software such as Word, Excel, and Access.
• Excellent written communication 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.

Assets

• Experience in registration systems and computerized academic records management.
• Completion of PMP (Project Management Professional) or CBAP (Certified Business Analyst Professional) designation.

Apply online:

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 July 15, 2024 at 11:59 PM EST. Please quote Job ID J0724-0359. 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).