Scheduling Officer (Student Services Officer)

Job Responsibility: About Olds College of Agriculture & Technology

Founded in 1913, Olds College of Agriculture & Technology has been offering high quality hands-on education for over a century. Through our core programming including continuing education, online and blended programming, we provide accessible educational opportunities within Alberta and beyond. We are passionate about the Agriculture industry. Through our applied research and integrated learning, we are proud to be Canada's Smart Agriculture College, specializing in agriculture, agrifood, horticulture, land and environmental stewardship. We work closely with industry to advance and adapt our programming to ensure our graduates have the skills to succeed.

The Opportunity - Scheduling Officer (AUPE Student Services Officer), permanent, full-time

The Scheduling Officer reporting to the Associate Registrar, Student Systems and Records is responsible for producing and maintaining the Academic Schedule in accordance with applicable College policies. The Academic Schedule is critical for Faculty workload planning and student registration. The production of the schedule is timeline dependent and requires the Scheduling Officer to be very attentive to detail, highly organised, and have a strong ability to work within various software systems including the Student Information System, Room Booking System, and Academic Section Scheduling System. This position requires the incumbent to use their advanced problem solving, analytical, and interpersonal abilities. The Scheduling Officer acts as a key contact for the Office of the Registrar in matters related to the schedule, facility and space allocation, and system administration.

Key Job Functions:

Academic Scheduling:

• Coordinate the production of the academic schedule following policy and deadlines in support of the Associate Registrar, Student Systems and Records direction and guidance.
• Gather and analyse information such as Programs of Study, Calendar of Important Dates, Loading Sheet, and other resources to inform the scheduling process.
• Build and disseminate the schedule for the designated final exam periods.

Stakeholder Engagement:

• Work with the Office of the Registrar Management Team and key stakeholders to establish protocols that support the Academic Scheduling Policy and Procedures.
• Consult with key stakeholders to develop and utilise a policy-based, decision-making framework to respond to scheduling exceptions.
• Regularly engage with key stakeholders to review scheduling practices to ensure the effectiveness and consistency of scheduling policy application among schools.

System Administration:

• Build course information in the Banner student information system to support student registration.
• Act as a system administrator for the Room Booking System and Academic Section Scheduling system. Provide training to new users.
• Collaborate with key campus stakeholders to respond to and coordinate space utilisation requests.
• Administer access protocols for the MyOldsCollege Portal and provide instructions for use.

Policy and Procedure Review:

• Participate in the regular review of college policies and procedures pertaining to course scheduling, academic calendar, and room bookings.
• Maintain appropriate documentation, including any online resources.
• Undertake professional development and research to stay up-to-date with best practices.

Student Information System and Records:

• Supports processes within and the administration of the student information system.
• Develops, in coordination of the Student Information System and Records team, training material and communication information for the campus community.

Education/Experience/Skills/Knowledge Required

• A Bachelor's degree (or equivalent) is preferred; equivalent combinations of education and progressive work experience will be considered
• Proficient computer skills and experience with web-based tools and software such as the Microsoft Office.
• Two or more years of experience with a student information system, relational database and/or scheduling system is an asset.
• Highly organised with a great attention to detail, adaptable and a strong team player.
• Superior ability to problem solve, to quickly and easily comprehend and respond to customer needs.
• Ability to manage stress and time pressures while maintaining a good working attitude.
• Strong commitment to customer service.
• The ability to work independently as well as in a team environment.
• May be required to work occasional evenings and weekends.

Conditions of Employment:

• Current Criminal Reference check that is free of any offences.
• Must respect and actively promote health and safety policies.

The statements contained in this reflect general details as necessary to describe the key job functions of this position, the level of knowledge and skill typically required and the scope of responsibility. It is not an all-inclusive listing of work requirements. Other duties may be assigned.

Olds College offers a competitive benefit plan:

• Defined Benefit Pension Plan (LAPP)
• Extended Health, Dental, and Prescription Drugs benefits
• Health/Personal Spending Account
• Generous Vacation Leave
• Paid Holiday Closure
• ‘Olds College in the Community' volunteer leave

• Professional development and opportunities for growth, including employee and family tuition waivers

Please apply by August 16, 2024

We thank all individuals for their interest in this position. We appreciate the time involved for candidates in the application process. At this time, please note only those selected for interviews will be contacted.

Olds College is committed to an equitable, diverse, and inclusive workplace. We welcome applications from all qualified persons. We encourage applications from women, Indigenous Peoples, racialized persons, persons with disabilities and persons of any sex, sexual orientation, gender identity or gender expression.