Scheduling Officer - Part Time

About Bow Valley College

Bow Valley College is the largest college in the Calgary area, with over 15,000 students. We open doors to in-demand jobs across Canada. Our graduates contribute to the economy and community through careers in business, entertainment arts, technology, health care, social services, and more. We are proud to be named one of Alberta’s Top 80 employers and one of Canada’s Top 50 research colleges. Our innovative applied research, focused on health and health technology, educational technology, and social innovation, is helping shape the future of college education. Learn more about the opportunities we create for students, employees, and our province at bowvalleycollege.ca. 

Position Summary

Liaising with the School of Health and Wellness and reporting to the Associate Dean, the Scheduling Officer, in collaboration with the Leadership Team, will plan course offerings each semester and assist in assigning faculty workload as determined. This will apply to all sites.

Position responsibilities and accountabilities include but are not limited to:

Academic/Resource Scheduling

• Monitors and reviews enrolment data to determine the number of course sections and capacities to be offered each semester.
• Creates loading sheets to be submitted to the scheduling and intakes team in the registrar’s office.
• Enters course data in DCU each semester.
• Develops and implements departmental guidelines and procedures to produce efficient course offerings and resource allocation for students and faculty.
• Assists instructors with exam and assessment date planning.
• Collaborates and coordinates data from specialized College systems as appropriate (scheduling and student information systems) as required, to support the scheduling for health programs.
• Prepares semester intake and utilization reports for the Health Leadership Team to assist program planning.
• Coordinates offsite schedules according to specific site and/or contract specifics.
• Submits master to offering D2L shell data to LRS each semester.
• Enters cross listing information for courses
• Manages and submits all ad hoc room booking requests to the scheduling and intakes team.
• Manages quickly and effectively all departmental concerns and conflicts when they arise, such as: lab facilities for assessment and or remedial testing, emergency faculty schedule changes, noise complaints, last minute bookings or set-ups in a fair, equitable and professional manner to ensure the least disruption to students and/or staff.

Faculty Scheduling

• Creates and manages workload spreadsheets for faculty on an annual basis for all courses.
• Communicates workload to faculty as requested by the Associate Dean.
• Works with Associate Dean and Program Chairs in assigning continuous faculty workload for all courses on an annual basis.
• Monitors vacation requests for Associate Dean; advises on coverage for faculty vacation planning.
• Monitors and communicate staffing needs by replacing staff for short term illness, and/or vacation or special circumstance by:
  • Working with Associate Dean to plan and organize casual staffing needs
  • Understanding faculty credentials for both lab, theory and assessment for nursing programs
  • Replacing staff due to illness and vacation from casual pool at appropriate level of credential
  • Booking casual faculty for lab assessments
  • Communicating to students, faculty and leadership team when necessary
  • Implementing process and guidelines to ensure consistency and compliance with program standards

Employee Onboarding

• Participates in interviews as needed.
• Offers training sessions for timesheet submissions.
• Orientates new employees to scheduling practices and procedures.
• Requests relevant IT access.
• Arranges for orientation to theory, lab, and clinical courses.

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Timesheets

• Reviews all timesheets for accuracy prior to supervisory signature and submission.

• Communicates pertinent payroll information to casual employees.

Other

• Assists in the creation and development of casual faculty PD days, held at the end of each semester.
• Assists in the planning and allocation of resources for clinical orientation prior to the start of each clinical.
• Other duties as assigned.

Required qualifications:

• Diploma (Bachelor’s Degree preferred)
• 2 years of experience
• If your education was received internationally we will require you provide an international education assessment through IQAS, WES, or one of the other nationally designated organizations upon hire

This opening is a 0.83 FTE, one year project AUPE position. Please note all successful candidates will be required to provide copies of government issued identification and proof of educational qualifications upon hire and may be required to provide an enhanced police information check.  A strong internal candidate has been identified for this role. 

Closing Date: September 26, 2024

Diversity and Inclusion Commitment

Bow Valley College is strongly committed to fostering diversity and inclusion within our community. We welcome applications from qualified candidates who would contribute to the further diversification of our employees including, but not limited to, visible minorities, Indigenous peoples, persons with disabilities and persons of any sexual orientation or gender identity