Lead University Scheduler
Algoma University
Location: Brampton, ON or Sault Ste. Marie, ON
Department: People & Culture (P&C)
Reference # MG-18131
About Algoma University
Since its establishment in 1965 as Algoma University College in Sault Ste. Marie, Algoma University has increasingly assumed a national leadership role in supporting the university sector’s response to Truth, Healing and Reconciliation. Algoma’s Special Mission is guided by the 7 Grandfather Teachings and Honouring Commitments, and is twofold in nature:
a. to be a teaching-oriented university that provides programs in liberal arts and sciences and professional programs, primarily at the undergraduate level, with a focus on the needs of Northern Ontario; and to
b. cultivate cross-cultural learning between Indigenous communities and other communities in keeping with the history of Algoma University and its geographic site.
With campuses located in Sault Ste. Marie, Brampton and Timmins, the tri-campus model that has emerged at Algoma University leverages the unique strengths, opportunities and broader community needs of each geographic location. Through this model, Algoma provides students with rich experiential learning experiences and research opportunities across liberal arts, sciences, and professional disciplines.
Algoma University is committed to being a welcoming, inclusive, safe, and respectful learning community; one that values the opportunities to learn from and with students, staff, and visitors from all parts of the world. Currently, Algoma University is home to over 5,000 students representing over 50 different countries, more than 430 full-time and part-time faculty and over 150 support staff and administrative personnel.
Lead University Scheduler
Reporting to the University Registrar, the Lead University Scheduler plays a significant role in the efficient functioning of the university, by creating, maintaining, and managing the scheduling of all courses (lectures, labs, tutorials, etc.), instructional space (classrooms, seminar rooms, etc.), instructors, and examinations. The incumbent will work closely with academic administration, faculty members, and staff to ensure the timely and accurate scheduling of classes, students, instructors, examinations, and related activities, and will coordinate the work of the University Scheduler. This position requires excellent organizational, communication, and data management skills, as well as a strong understanding of academic processes and schedule requirements/tools.
Key Responsibilities
- Lead and coordinate the work of the University Scheduler.
- Create and maintain the university’s schedule of lectures, labs, tutorials, and other academic activities for each term, ensuring that pedagogical requirements for instructional activities are met, while adhering to the University’s policies and procedures.
- Create and maintain teaching schedules for instructional staff (faculty members, sessional instructors, etc.)
- Create and maintain the university’s schedule of final examinations.
- Allocate appropriate rooms, labs, and instructional resources based on the requirements of each course and the availability of facilities.
- Coordinate activities with teaching departments to assign qualified instructors to specific classes, and ensure instructor schedules align with availability, workload requirements, etc.
- Collaborate with academic departments to coordinate course timetables, ensuring minimal conflicts for students and instructors, and maximizing student access to desired courses.
- Monitor and manage the utilization of classrooms and specialized facilities, optimizing space allocation to accommodate varying class sizes and technological needs.
- Optimize the use of available time slots, taking into consideration course sequencing, room availability, and student scheduling conflicts.
- Manage schedule changes, additions, and cancellations promptly and efficiently, notifying relevant members of the university, and ensuring appropriate adjustments to schedules are made.
- Identify and resolve scheduling conflicts, including overlapping courses, instructor availability constraints, and room availability issues.
- Ensure schedules align with the university’s academic calendar, including examination periods, holidays, and other institutional events.
- Utilize scheduling software, e.g., Infosilem Academic, and other database tools to manage and maintain accurate and up-to-date records of course offerings, sizing, room allocations/inventory, and instructor assignments.
- Maintain currency with respect to university policies, academic regulations, and accreditation requirements related to scheduling, ensuring compliance, and proposing improvements when necessary.
- Stay informed of scheduling best practices, emerging technologies, and scheduling sector trends.
- Evaluate, propose, and implement process enhancements to improve the scheduling process and streamline operations.
- Reduce the university’s need for additional space through effective scheduling practices, and alert administration proactively when there is a need for more instructional space.
- Collect and analyze data related to scheduling patterns, room utilization, instructor workload, and other relevant metrics, and generate reports as required.
- Act as point of contact for faculty members, administration, and staff regarding schedule-related inquiries and concerns.
Lead University Scheduler Qualifications
- Undergraduate degree in any field, and a minimum of five (5) years of experience in a university scheduling environment, or an equivalent combination of education and experience, is required.
- Knowledge and proficiency in using scheduling software and other database systems to create and manage schedules. Experience with Infosilem is considered an asset.
- Knowledge of academic processes, policies, and scheduling principles within a post-secondary education setting.
- Excellent organizational skills, and thorough attention to detail.
- Excellent communication and interpersonal skills.
- Strong problem-solving and decision-making skills.
- Strong analytical skills to effectively organize and interpret data.
- Ability to prioritize and balance competing priorities, work independently, and coordinate work with others in a fast-paced environment.
- Understanding of, and ability to uphold, confidentiality.
- Excellent use of technology for collaboration.
- Willingness and ability to travel between campuses.
How To Apply
To express interest in this opportunity please apply online by clicking the "Apply Now" button below.
For more information about this exciting opportunity please contact Mark Gillis, Partner, at mgillis@kbrs.ca or Natalie Lagace, Recruitment Specialist, at nlagace@kbrs.ca. If you require accommodation to participate in the recruitment process, please let Mark know.
Algoma University is strongly committed to fostering diversity and inclusivity within our community and is an equal opportunity employer. The university invites and encourages applications from all qualified candidates from equity-seeking groups, (Indigenous peoples, racialized persons, women, persons with disabilities, and 2SLGBTQQIPA+ persons) who may contribute to further diversification of our Institution. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, upon request, accommodation will be provided by Algoma University throughout the recruitment, selection and/or assessment process to applicants with disabilities.
Algoma University will provide support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant’s accessibility needs. If you require accommodation in order to participate as a candidate in the recruitment process, please contact accommodate@kbrs.ca or Mark Gillis, Partner, at mgillis@kbrs.ca or Natalie Lagace, Recruitment Specialist, at nlagace@kbrs.ca.
