Status: Full Time

Hours: Monday – Friday, 35 hours/week

Home Campus: Stoney Creek

Payband: G

Rate of Pay: $32.42

Posting Date: November 9th, 2023

Closing Date: November 15th, 2023 at 7:00 pm EST

Please be advised that according to Full Time Support Staff Collective Agreement, Article 17.1, preference will be given to qualified employees within the Full Time Support Staff bargaining unit, Appendix D (in the role for 6 consecutive months) and RPT employees who have passed probation at Mohawk College. Should a suitable candidate not be found, external candidates will be considered.

We support and encourage the contributions of our diverse employees. We are committed to nurturing an equitable, diverse and inclusive (EDI) environment for everyone who learns and works at Mohawk College. We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators we believe it is important to act and show leadership in advancing the principles of equity, diversity and inclusion in our community.

Mohawk College is currently recruiting for our next

Scheduling & Workload Officer

Reporting to the Associate Dean, the incumbent is responsible for the coordination of the workload planning process of all resources, their allocation and availability in the Marshall School of Skilled Trades and Apprenticeship, in matters of people, scheduling/timetable, contracts and SWFs, adhering to College policy and deadlines and following functional guidelines of the Collective Agreement. This includes preliminary timetable planning, generation of full-time faculty SWF’s, part time employment contracts, generation and facilitation for all employee groups and the processing of any additional payment forms for both faculty and support staff. The incumbent will compile and analyse reports related to workload performance, efficiencies (TCH, block assignments, and course groupings) and report to the Associate Dean and Operations Manager. This position will integrate work processes with the faculty and Coordinators for course assignment suggestions and to ascertain all delivery mode and associated class and lab needs. The incumbent works as a team within this framework and is expected to provide suggestions to improve and streamline processes.

This position will be 100% on-campus to start, but may include opportunities for hybrid work arrangements after training has been completed.

Responsibilities:

The duties of this position include, but are not limited to:

Planning/coordinating workload planning and timetabling information:

• Coordinates preliminary workload planning through data collection 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 the Marshall School of Skilled trades and Apprenticeship and also those spaces shared between departments.
• Prepares SWF’s, securing required signatures and distributing to all faculty by the date established by the Faculty Collective agreement with the Associate Dean.
• Collects and coordinates all final exam activity for the department within Scheduling deadlines.
• Determining room requirements for lectures and labs and requesting appropriate rooms for both, according to the requirements
• Liaison with faculty, support staff, partners and external groups for issues related to course delivery mode, scheduling, timetabling, and facility usage.
• Works with the Associate Dean to schedule and ensure faculty are accruing the specified hours if an modified workload agree or local agreement are utilized.
• Updates SWFs as a result of revisions, WMG ruling(s), and provides clarification to WMG as required.
• After official count dates, as determined by the college, enters accurate number of students to determine if overtime payments are required

Inputting all workload requirements into Mohawk’s SUMMIT and workload planning system:

• Ensures all course information is compatible with the correct version of the POS and reporting discrepancies to the Associate Dean.
• Enters all workload data into the SUMMIT database by College deadlines.
• Verifies all incoming/outgoing service requests from other areas for service provided by/to our division.
• 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).
• Works with SUMMIT administrator and Scheduling and Academic Support to identify improvements to current processes.
• Schedules based on the apprenticeship notational plan and guidelines set forth by the MLTSD
• Schedules staff workloads and student schedules based on the different modes of delivery for apprenticeship (e.g. block and day release)

Payroll and Human Resource process administration:

• Prepares Staffing Action Forms (SAFs) to initiate payments for overtime, additional payments, special project activity, departmental reorganization, coordinator allowances etc., in accordance with Collective Agreement.
• 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.)

Internal Support Functions

• Generates departmental correspondence internally regarding Scheduling deadlines/activities, timesheets, and externally as required.
• Monitors and assesses enrolment numbers during the add/drop period and adjusts block sizes accordingly under direction of Associate Dean.
• Collaborate with the Registrars Office and to keep the exemptions calendar up to date
• Assists Associate Dean and Operations Manager with special project data collection and report preparation.

Other duties as assigned.

Qualifications:

The successful candidate will have:

• A minimum of two-year post-secondary education in Office Administration, Business, Computer Science or related field or equivalent combination of education and experience
• A minimum of three years of practical and related experience specifically related to the planning and scheduling of multi-component and complex initiatives/projects
• Expert knowledge of Microsoft office products is essential, including Outlook, Word, Excel, and Access
• Demonstrated knowledge of the Faculty Collective Agreement and how it relates to scheduling in a post-secondary environment
• Exceptional communication, interpersonal and collaboration skills
• Exceptional attention to detail and ability to understand, follow and optimize complex processes within rigid deadlines and timeframes
• Demonstrated commitment and understanding of human rights, equity, diversity and inclusion with the ability to communicate and work effectively with diverse groups of students, employees and the community.

Mohawk College prioritizes recruiting and retaining diverse employees. With this in mind, the College is committed to fostering inclusive and barrier-free recruitment and selection processes.

Should you require accommodation through any stage of the recruitment process, please contact the Human Resources Department at (905) 575 - 2047.

Mohawk College is strongly committed to diversity within its community and especially welcomes applications from racialized persons, women, Indigenous people, persons with disabilities, 2SLGBTQIA+ persons, and others who may contribute to the further diversification of ideas.

For more information concerning the Mohawk College strategic plan, please see: strategicplan.mohawkcollege.ca/