Scheduling Officer

Bow Valley College - Calgary, AB (29 days ago)

Apply Now

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.

Academic/Resource Scheduling - 35 %

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.
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 - 35 %

Creates workload lines for continuous faculty on an annual basis.
Works with Associate Dean and Program Chairs in assigning continuous faculty workload 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 10%

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.


Timesheets 15%

Reviews all timesheets for accuracy prior to supervisory signature and submission.
Communicates pertinent payroll information to casual employees.

Professional Development 5%

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.
Job Requirements

Minimum Requirements

Diploma (Bachelor’s Degree preferred)
2 years of experience
An equivalent combination of education and experience may be considered

Preferred Requirements

Extensive knowledge of educational institutions
Extensive knowledge of college scheduling and timetable practices
Sound knowledge of student information systems
Excellent interpersonal and communication skills
Analytical reasoning and critical thinking skills
Sound skills in time management, prioritizing and adhering to deadlines in complex circumstances
Ability to enforce procedures under difficult circumstances
Conflict resolution skills
Exemplary level of customer service and sound knowledge and commitment to customer service standards
Problem solving skills and the ability to investigate and analyze information, draw conclusions and devise and implement solutions
Commitment to continuous quality improvement of principles and practices
Excellent administrative and organizational skills
Ability to work well under pressure, handle stress and manage competing priorities and multiple tasks
Self motivation skills
Strong teamwork skills
Excellent oral and written communication skills
Excellent knowledge of word processing and spreadsheet software and the ability to quickly learn new software or updates to existing software
Sound knowledge of BVC Faculty Agreement

This is a temporary position until approximately August 2021

Core Competencies:
Building/Nurturing/Fostering Relationships & Organization-wide Perspective

Develops direct business relationships to understand the preoccupations of various college stakeholders and to move a broad network of organization connections toward responsive and collaborative levels of communication and action.

Is open-minded when different perspectives are presented.

Models Agility

Adapts well to change and helps others through the change process.

Communicates effectively the purpose and benefits of functional and faculty/department change initiatives, building the buy-in of a range of their team members and stakeholder groups.

Organization Advocacy

Looks for opportunities to “showcase” the organization’s capabilities

Models a positive image to others both inside and outside the organization

Critical Decision Making

Identifies and weighs alternatives to make defensible and informed decisions and choices.

Makes good decisions based on a mixture of analysis, experience and judgement

Open Communication/ Listening

Informs team of possible implications of events occurring inside or outside the organization.

Promotes information sharing and open channels of communication within their team

Please note that all successful candidates will be required to provide government issued identification and proof of educational qualifications upon hire and may be required to provide an enhanced police information check.

Minimum Education Requirements
BVC CALGARY - CA (Primary)

Job Family
FTE Per Individual (%)
Closing Date
Employment Status
$50,988 - $68,880