Program Support and Scheduling Assistant

Mohawk College • Hamilton, ON

9d • Hybrid

About The Position

Reporting to the Manager, Academic Services and Operations, this position provides scheduling and events support to all programs in the School of Health. The incumbent provides scheduling support to the program areas within the School of Health and is responsible for assisting the Scheduling and Workload officers and Program and Clinical support with the coordination of preliminary timetable planning, contracts and SWFs, adhering to College policy and deadlines and following functional guidelines of the Collective Agreement. This includes supporting preliminary timetable planning, exam data, generation of full-time faculty SWFs and part time employment contracts. The incumbent will support to compile and analyse reports related to workload performance, efficiencies (TCH, block assignments, and course groupings) and report to the Associate Dean and Operations Manager. The incumbent must be able to function at a level that requires independent problem-solving and decision-making skills in the execution of the various and complex activities and issues. As of August, 2011. Mohawk College reserves the right to increase or decrease the amount and type of programs to serve community needs better. Therefore, position descriptions may need to be updated, accordingly.

Requirements

• A minimum of 2-year post-secondary diploma in Business/Office Administration, or related field; equivalent combination of education and experience.
• Three years of practical and related experience in an educational environment where there is a strong emphasis on interpersonal skill and customer service, preferably a post-secondary setting.
• Demonstrated commitment and understanding of human rights, equity, diversity, inclusion, and accessibility.
• The ability to communicate and work effectively with diverse students, employees, and communities.

Responsibilities

• Composes internal and external correspondence as directed by manager, Dean, AD, or AAD.
• Assists the Administrative team, which includes the Associate Dean, Assistant to the Associate Dean, and Program Support in the School of Health.
• Organizes, prepares and revises academic related information for distribution.
• Distributes of incomplete profiles, grade change forms, and other departmental forms while maintaining the confidentiality of individual student records, personal student and faculty information and financial information for the department.
• Prepares and mails letters of academic offences according to college policies.
• Ensures student appeals are processed in accordance with policy directives.
• Provides feedback and possible solutions to the Operations Manager and Associate Dean regarding refining work methods and techniques to improve accuracy and efficiency within the department and maintains a high level of customer service.
• Invigilator organization – gather invigilator requirements for department, create contracts, support with timesheet entry.
• Compiles and organizes necessary data on behalf of the Operations Manager and/or Associate Dean for special projects, funding proposals, research, newsletters etc.
• Assists students with registering and adding/dropping courses within the first 10 days of each semester.
• Assists with special project/funding reporting/tracking requirements.
• Coordinates preliminary workload planning through data Collection (POS, Strategic Enrolment Management Tool, Excel Spreadsheet info, Service Requests and Targeted Enrolment reports) to provide analysis and suggest block sizes for each term, delivery modes and course requirements.
• Develops projections and preliminary space requirements for academic programming. Liaison with key players to manage specialty labs unique to Nursing and also those spaces shared between departments (such as the CHSR).
• Liaises with partners and establishes timetabling requirements for program activity offered at all campuses.
• Supports the creation of mock SWFs for Associate Dean within a specialized excel datasheet in preparation for SWF release.
• Supports preparing SWF’s, securing required signatures and distributing to all faculty by the date established by the Faculty Collective agreement with the Associate Dean.
• Supports the Clinical and program support in collecting and coordinating all final exam activity for the department within Scheduling deadlines. Submits changes as necessary and liaises with Program Support Officers to identify invigilator needs.
• Generate office correspondence to internal departments, external individuals and agencies as needed.
• Ensures all course information is compatible with the correct version of the POS and reporting discrepancies to the Associate Dean.
• Participates in POS renewal cycle alongside Assistant to Associate Dean to update and verify delivery modes to ensure proper alignment with scheduling and POS.
• May enter all workload data into the SUMMIT database by College deadlines during peak scheduling times.
• Verifies all incoming/outgoing service requests from other areas for service provided by/to our division.
• Supports the clinical and program support in the review of timetables ensuring that schedules conform to faculty guidelines established in the Collective Agreement. Also reviews to look for solutions that will have the most positive impact on the student schedules (such as minimizing large gaps).
• Print out semester schedules for Associate Deans as well as Word Timetable for select programs.
• Works with SUMMIT administrator, scheduling and workload officers, clinical and program support, and Scheduling and Academic Support to identify improvements to current processes.
• Prepares documentation to process HR and Payroll transactions within communicated deadlines.
• Sends out survey to collect part-time teaching preferences and availability.
• Prepares Part-time employment contracts for faculty and support staff.
• Reviewing with part-time staff the process of preparing payroll timesheets both paper and electronic, and verifying completeness and accuracy.
• Monitoring part-time/sessional staffing hours to ensure compliance with College policies and procedures and Collective Agreements, notifying the manager when there is potential breach (ie: Sessional rollovers).
• Creates and maintains Timesheet Tracker each term to log missed/paper timesheets and record absences that will impact timesheet approval.
• Creates and maintains Financial Planner to support Operations Manager with budget forecasting, mid-year and fiscal year end, and tracking of recoverable expenses by leaves and secondments.
• Assists new employees in completing required paperwork (Application for Employment, Intent to Hire, Direct Deposit/Income Tax etc) and arranging for access to College operating systems (Email set-up, MyMohawk, Fast Suite etc.).
• Organizes and attends all aspects of college and departmental events such as Program Career Launch, Open House, Pinning ceremony etc. (Creating floor plans, liaising with internal departments, sending emails to internal team and gathers volunteers).
• Assists Assistant to the Associate Dean and Program Support with departmental meetings, such as program advisory committee, faculty, coordinator, staff etc. including taking and distributing of minutes where required and related correspondence, and updating membership lists.
• Main point of contact for IAHS Events email.
• Supports internal lobby and room bookings.
• Works with the Manager, Academic Services and Operations to organize campus tours and events at IAHS and Fennell, working with various program areas to collect lab availability.
• Submits event food requests when required.
• Provides assistance to IAHS Locker inquiries.
• Provides assistance with calendar pages, program pages, marketing materials, coordinating updates and reviewing for accuracy.
• Assisting faculty with activities associated with start-up each semester.
• Updating/maintaining the program MyCanvas courses for select programs.
• Other duties as assigned.

Benefits

• Defined Benefit pension plan (CAAT) with contributions matched by Mohawk College.
• 93% top up of maternity and parental leave pay for 52 weeks.
• Progressive vacation plan starting with 15 vacation days plus annual holiday closure.
• Access to Employee Family Assistance Program including counselling services, financial literacy services, nutrition advice and more.
• Comprehensive benefits package including health, dental, vision, paramedical services (massage therapy, acupuncture, naturopath, psychotherapy and psychology), short-term and long-term disability.
• Ability to take courses at a reduced rate for employees and dependents.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree