Term: 1 year
This Scheduling and Undergraduate Operations Assistant reports to the Faculty Undergraduate Operations and Events Manager. The position is responsible for facilitating an efficient and effective course timetabling and scheduling process and data tracking in the Faculty of Applied Health Sciences.
Course timetabling and scheduling
Extensive use of UW Infosilem scheduling system to assist the Faculty Undergraduate Operations and Events Manager with all scheduling matters
Consulting with scheduling representatives to confirm course offerings and teaching assignments (discrepancies, forthcoming changes, etc.)
Determining preliminary course enrollment capacities, sections, etc. of courses to be offered based on ‘prior term copy’ and historical data
Reviewing and revising ‘prior term copy’ (Schedule of Classes for Undergraduate/Graduate Students) once updated by the Scheduling Office
Consulting with scheduling representatives to gather instructor course requirements; follow-up with instructors; and ensure course limits, reserves, instructor/course constraints meet constituents’ needs
Obtaining chair/director/associate dean approval for instructor constraint levels (Level 1, 2, 3) and submitting information to Scheduling Office (Scheduling Office deadline)
Preparing preliminary summary of course and instructor scheduling data for chair/director approval (includes meet patterns, teaching windows, across the week for each unit for review by scheduling representative, etc.)
Preparing a report for chair/director approval including instructor requests
Preparing a preliminary schedule for each academic unit to review
Availability to provide immediate responses to Scheduling Office’s questions pertaining to coding, creating schedule, or adjusting enrolment capacities
Ongoing coverage for Faculty Undergraduate Operations and Event Manager
Assist with maintaining up-to-date curricular information and communication within the academic units
Assist with the creation of enrolment reports and related data extractions
Other duties as assigned
University degree is required and experience within an academic setting is preferred
Administrative support experience, preferably in an academic environment
Experience with Infosilem/DCU is highly desirable (training will be provided)
Knowledge of the Faculty of Applied Health Sciences
Excellent interpersonal skills and communication skills, oral and written proven ability to interact across students, faculty and staff
The ability to work calmly under pressure and the flexibility to deal effectively with change
High standard of excellence in work performance at the detail level
Proven organization and time-management skills: able to manage multiple priorities with tight deadlines
Sound judgement, tact, diplomacy and problem solving skills
Demonstrated ability to work independently and in a team environment
Knowledge of Quest (CEM for course build, data extracts); OAT queries; scheduling requirements; course combinations; and Excel is desirable
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