Scheduling & Workload Officer - PNRK (July 2021 - July 2022) - Jobs in Hamilton, ON

Job Description

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, workloads related to local agreements and Modified workload agreements, 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 use the information from the notional plan and data from Ministry of Labour Training and Skilled Development (MLTSD) to plan workloads and blocks for Apprenticeship faculty. 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.RESPONSIBILITIES:The duties of this position will include, but are not limited to the following:1) Coordination and communication of all activities surrounding workload planning. Specific responsibilities include:(a)Planning/coordinating workload planning and timetabling information:Coordinates preliminary workload planning through data Collection (POS, Strategic Enrolment Management Tool, Notional plan, curriculum training standards, 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 for both post-secondary and apprenticeship.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.Creates preliminary SWFs for Associate Dean within a specialized excel datasheet in preparation for SWF release.Creates mock workloads for those individuals who are on a local agreement or a modified work load agreements.Prepares SWF’s and workloads, securing required signatures and distributing to all faculty by the date established by the Faculty Collective agreement, local agreement and / or modified workload 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.In consultation with Associate Deans, determining complementary hours for all faculty.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 on a modified workload agreement 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 for post secondary.After official count dates, as determined by the Ministry of Labour, Training and Skills Development.(b) 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 and Apprenticeship training guidelines. 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.Apprenticeship Specific:Schedules based on the apprenticeship notational plan and guidelines set forth by the MLTSD.Schedules staff work loads and student schedules based on the different modes of delivery for apprenticeship (e.g. block and day release).2) Payroll and Human Resource process administration. Prepares documentation to process HR and Payroll transactions within communicated deadlines. Responsibilities include: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, Modified Workload agreements and locals notifying the manager when there is potential breach (ie: Sessional rollovers).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.).3) Internal Support FunctionsGenerates departmental correspondence internally regarding Scheduling deadlines/activities, timesheets, and externally as required.Maintains electronic files of all SWFs, local agreements and MWA part-time employment contracts/correspondence, spacing requirements, overtime etc. each term.Act as back-up for Assistant to Associate Dean.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.4) Other duties as assignedQUALIFICATIONS:The successful applicant must have:A minimum of two-year post-secondary education in Office Administration, Business, Computer Studies or related field or equivalent combination of education and experience.Knowledge of primary systems used by the incumbent (SUMMIT, Strategic Enrolment Management, Notional planning tool, FAST Suite, Academic Reporting Tool, Class Designation, and Cognos) is an asset.Excellent knowledge of Microsoft office products is essential, including Outlook, Word, Excel, and intermediate knowledge of Access.A minimum of three years of practical and related experience in an office environment, preferably a post-secondary Scheduling setting.Demonstrated commitment and understanding of human rights, equity, diversity and inclusion with the ability to communicate and work effectively inter-culturally with diverse groups of students, employees and the community.Mohawk College is an equal opportunity employer that is committed to an inclusive, barrier-free recruitment and selection process. If you are contacted regarding an employment opportunity, please advise Human Resources (905) 575 - 2047 if you require an accommodation.Mohawk College is strongly committed to diversity within its community and especially welcomes applications from racialized persons/persons of colour, women, Indigenous/Aboriginal People of North America, persons with disabilities, LGBTQ persons, and others who may contribute to the further diversification of ideas.