Class Scheduling Administrator

at  McGill University

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Position Summary:
The Class Schedule Administrator will be involved in working with departments to obtain the necessary information required for scheduling, assessing, and updating the information in the scheduling software, producing timetables for the departments, meeting timelines and target deadlines. Represents the unit as a resource person and trouble-shooter for the University staff and faculty when issues are escalated. Assesses, reviews, and investigates records discrepancies.

Primary Responsibilities:

• Ensures the production of a timely and accurate timetable, by collecting and validating data submitted by academic departments, running the schedule in the timetabling software to produce a schedule that is optimum and conflict free for students and Faculty.
• Responsible for performing all the tasks in the scheduling software to ensure the publishing of the class schedule prior to Registration.
• Ability to understand how different constraints play a role in scheduling and how to optimally work with the constraints to produce an optimal schedule.
• Ensures the schedule meets the effective delivery of the program.
• Ensure that the timetable provides effective space utilization.
• Monitor class scheduling data to help improve data quality, resolve issues, and review unused space.
• Ensures that the schedule continues to be adjusted both before and during the academic year due to changing enrolments and departmental requests.
• Responsible for testing any system software upgrades as well as any testing that might be required as a result of projects pertaining to scheduling.
• Responsible to train departments on the use of the Data Collection Utility (DCU) and providing accurate information to the scheduling team.
• Responsible to update Class Schedule documentation.
• Responsible for Ad-hoc requests for events, exam scheduling, and etc.

Other Qualifying Skills and/or Abilities:
Proven ability to handle several operational deliverables simultaneously, meet deadlines and work independently, as well as part of a team. Demonstrated organizational skills, ability to prioritize and multi task. Demonstrated ability to communicate effectively with all levels of staff. Ability to identify and solve problems using initiative and creativity. Ability to analyze processes and procedures and to advise on improvements. Ability to work unsupervised and independently to meet deadlines, planning, and setting priorities for own work. Ability to priorities multiple tasks, work to resolve conflicting timelines, and deadlines under pressure and make informed decisions with limited supervision. Ability to work efficiently integrating new knowledge and process improvement. Demonstrated commitment to client focused service with an ability to interact effectively with a wide variety of individuals, including all members the over-arching Systems, Projects, and Class Scheduling team using well developed interpersonal and negotiation skills. Ability to communicate complex information effectively and professionally to a range of customers with varying levels of understanding. Strong commitment to collaborate and work together as a team to produce an effective schedule within the established timeline. Knowledge in PC environment using word processing, databases, spreadsheets, power point, Banner and TPHI. Interpersonal skills using tact, patience and courtesy.
Knowledge of French and English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level #3 on a scale of 1-4.
Please note that the recruitment process for this position may include a testing component following the interview.
Minimum Education and Experience:
DEC III 3 Years Related Experience with DEC III /
Hourly Salary:
(MUNACA Level H) $33.05 - $40.97
Hours per Week:
33.75 (Full time)
Supervisor:
Class Scheduling Manager
Position End Date (If applicable):
2025-04-30
Deadline to Apply:
2024-10-01
McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence,
accessibilityrequest.hr@mcgill.ca

• Ensures the production of a timely and accurate timetable, by collecting and validating data submitted by academic departments, running the schedule in the timetabling software to produce a schedule that is optimum and conflict free for students and Faculty.
• Responsible for performing all the tasks in the scheduling software to ensure the publishing of the class schedule prior to Registration.
• Ability to understand how different constraints play a role in scheduling and how to optimally work with the constraints to produce an optimal schedule.
• Ensures the schedule meets the effective delivery of the program.
• Ensure that the timetable provides effective space utilization.
• Monitor class scheduling data to help improve data quality, resolve issues, and review unused space.
• Ensures that the schedule continues to be adjusted both before and during the academic year due to changing enrolments and departmental requests.
• Responsible for testing any system software upgrades as well as any testing that might be required as a result of projects pertaining to scheduling.
• Responsible to train departments on the use of the Data Collection Utility (DCU) and providing accurate information to the scheduling team.
• Responsible to update Class Schedule documentation.
• Responsible for Ad-hoc requests for events, exam scheduling, and etc