Scheduling and Workload Officer

Status: Full Time

Hours: Monday to Friday; 35 hours/week

Number of Positions: 2

Home Campus: IAHS (hybrid work arrangements available)

Rate of Pay: Payband G (Starting Rate - $33.55 per hour)

Posting Date: October 16th, 2024

Closing Date: October 22nd, 2024 at 7:00pm EST

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.

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 reconciliation, equity, diversity, and inclusion in our community.

Job Summary

Reporting to the Associate Dean, Nursing, the incumbent is responsible for the coordination of the workload planning process of all resources, their allocation and availability in the Department of Nursing, 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, exam data, generation of full-time faculty SWF’s and part time employment contracts. 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 McMaster University, as well as Mohawk faculty and management team, 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.

What you’ll be doing:

1. Coordination and communication of all activities surrounding workload planning:
   • 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 PPC).
   • Liaises with partners and establishes timetabling requirements for program activity offered at all campuses.
   • Works with faculty to ensure that forms and procedures related to student academic delivery activity and Program of Studies are completed and processed, following both McMaster and Mohawk policies as required by program areas.
   • Creates mock SWFs for Associate Dean within a specialized excel datasheet in preparation for SWF release.
   • In consultation with Associate Dean, Nursing, determining complementary hours for all faculty.
   • 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. Submits changes as necessary and liaises with Program Support to identify invigilator needs.
   • The primary point of contact for faculty, support staff, partners and external groups for issues related to course delivery mode, scheduling, timetabling, and facility usage.
   • Attends workload and planning meetings between Mohawk and McMaster.
2. 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.
   • Participates in POS renewal cycle alongside Assistant to Associate Dean to update and verify delivery modes to ensure proper alignment with scheduling and POS.
   • 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).
   • Submits necessary changes to scheduling to address errors, omissions and workload changes. Processes all changes in SUMMIT accordingly and updates SWFs (if applicable).
   • Works with SUMMIT administrator and Scheduling and Academic Support to identify improvements to current processes.
3. Reporting and review of Scheduling activities to identify improvements and monitor implications such as the Collective Agreement:
   • Handles implications of last-minute changes to staff, workloads, enrolment/section sizes, etc. and works with Associate Dean/Operations Manager and/or develops local solutions.
   • Identifies situations, which are not feasible, practical or desirable and determining the extent to which the Operations Manager or Associate Dean should be involved in the solution process, and providing the suggested recommendations for resolution.
   • Forecasts future space requirements based on enrolment growth and POS changes throughout planning cycles.
   • Track enrollment numbers at Day 10 and Audit dates, report numbers, update planning documents and SWFs.
4. Payroll and Human Resource process administration:
   • Prepares documentation to process HR and Payroll transactions within communicated deadlines. Responsibilities include:
   • 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.)
5. Program & Department Support Functions:
   • Generates departmental correspondence internally regarding Scheduling deadlines/activities, timesheets, and externally as required.
   • Generate office correspondence to internal departments, external individuals and agencies as needed.
   • Maintains electronic files of all SWFs, part-time employment contracts/correspondence, spacing requirements, etc. each term.
6. Monitors and assesses enrolment numbers during the add/drop period and adjusts block sizes accordingly under direction of Associate Dean. Provides assistance to Student Success Advisor and Program Support during registration period to increase CRN’s for students via Scheduling.
7. Assists Associate Dean and Operations Manager with special project data collection and report preparation.
8. Assists the Administrative team, which includes the Associate Dean, Assistant to Associate Dean, and Program Support in the School of Health.
9. Assists CPO to prepare and post clinical group lists on common computer location, works with Collaborative BScN office at McMaster to distribute training materials, prepare documents for common collaborative ceremonies such as awards, pinning ceremony.
10. Prepare manual Tutor Evaluations for BScN Faculty.
11. Providing 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 maintaining a high level of customer service.
12. Duties may be assigned under the guidance or direction of the Operations Manager/Associate Dean and in some instances from the Student Success Team or Assistant to Associate Dean.
13. Acts as the primary point of contact between Mohawk Faculty and McMaster Staff.

Other duties as assigned.

What you’ll bring to the role:

• A minimum of two-year post-secondary education in Office Administration, Business, Computer Studies or related field or equivalent combination of education and experience.
• A minimum of three years of practical and related experience in an office environment, preferably a post-secondary Scheduling setting.
• Excellent knowledge of Microsoft office products is essential, including Outlook, Word, Excel, and intermediate knowledge of Access.
• 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.

What we offer:

• 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.

To find out more about working at Mohawk College, please visit:

https://www.mohawkcollege.ca/about-mohawk/careers-at-mohawk

We are committed to reconciliation and nurturing an inclusive, diverse, equitable, and accessible (IDEA) environment for everyone who learns and works at Mohawk College. We welcome applications from racialized persons, women, Indigenous people, persons with disabilities, 2SLGBTQIA+ persons, and others who may contribute to the further diversification of ideas.

The College is committed to fostering inclusive and barrier-free recruitment and selection processes. If you require accommodation during any stage of the recruitment process, please contact Human Resources.

To learn more about Mohawk College’s commitments, please visit the Mohawk College strategic plan webpage:

https://www.strategicplan.mohawkcollege.ca/