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Position Summary:
Reporting to the Associate Registrar, Systems, Projects and Class Scheduling, this position supports the integration of McGill’s values, standards, and goals with respect to student life and learning into university policies, operations, and procedures. Manages the institution’s class scheduling functions, including the management and utilisation of scheduling software to manage and allocate space for all centrally scheduled courses. Participates in the development and implementation of policies and new initiatives within Enrolment Services and faculties, departments, and other units across McGill. Liaises with other units across the campus regarding scheduling matters. Subject matter expert for Enrolment Services on Class Schedule regulations, policies, and procedures and provides advice on academic matters related to the class scheduling process; assesses and resolves complex problems related to special class schedule requests from academic units. Overall responsible to ensure the completeness and accuracy of data held in the central timetable, provide analysis to support decision making to measure the impact of improvements to timetabling processes.
Primary Responsibilities:
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Responsible to ensure the production of a timely and accurate timetable, identifying improvement opportunities and implementing dynamic solutions to existing issues. Ensures that the schedule meets the effective delivery of the curriculum as well that the timetable provides effective space utilisation.
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Analyze existing or proposed systems and class scheduling data to help improve data quality, develop process efficiencies, resolve issues, and review unused space.
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Develops and implements appropriate processes to ensure that the timetable policy is widely understood, adopted, and implemented across academic units.
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Acts in an advisory capacity on all scheduling matters, providing updates to the Associate Registrar on issues and progress, including input to scheduling related committees and meetings.
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Responsible to proactively deal with scheduling conflicts, resolve queries, problem solve, and contingency plan to predict and prevent problems.
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Proactively promotes a continuous improvement approach by researching, analyzing, and integrating new technologies and industry trends.
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Plays a proactive role in the management of the Class Scheduling team including the Class Scheduling Administrators and Administrative Coordinator - take responsibility for its work, including setting priorities, resolve escalated issues, responsible for decision making, allocating work and supporting staff; recruitment, quality assurance, managing performance; training and sharing of knowledge amongst the team.
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Works closely with the class scheduling team to oversee the creation and maintenance of user documentation and to manage the provision of user training for academic unit scheduling representatives.
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Responsible for conducting any class schedule project planning and deliverables, including providing business requirements, requesting necessary information and working closely with IT Business Analysts. Provide project milestones. Participates in the communication plan for the area
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Define business solution and requirements by being responsible for signoff of software upgrades and class schedule system enhancements. Acts as an expert end user to the providers of the scheduling software. Works with technical colleagues as a business lead for system software upgrades and class schedule enhancements and is responsible for sign off on application upgrades.
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Provides technical support; prepares and delivers user training.
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Ability to take large data sets and translate them in a way that is engaging and easily absorbed by decision makers. Responsible for making decisions on data sets.
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Responsible for providing room utilization and space utilization reports for different stakeholders in order to make decisions pertaining to space requirements.
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Responsible for running different simulations for the class schedule in order to allow decisions to be made on scheduling policy or process changes.
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Provide expertise, advice, and business solutions to class scheduling and projects teams on a variety of business applications, business intelligence, educational technology initiatives, programming, and other projects by writing programs and analyzing output results and presenting data and recommendations.
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Responsible for understanding how different constraints play a role in scheduling and how to optimally work with the constraints to produce an optimal schedule as well as analyze processes and procedures and advise on improvements.
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Work closely with Facilities and Teaching and Learning Services on renovation projects to advise on the impacts of space renovations to the class scheduling process.
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Work on special projects pertaining to class scheduling at the request of the Associate Registrar.
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Participate in policy development and implementation to support the unit's strategic direction. Provide input, ensure effective implementation, and promote continuous improvement. Collaborate with stakeholders, monitor policy effectiveness, and guide academic units for widespread adoption.
Other Qualifying Skills and/or Abilities:
Management and leading experience of non-unionized and unionized staff a requirement. Proven ability to exercise discretion, judgment, make decisions and provide advice for staff to act upon. Strong knowledge and understanding of the Student Information System (Banner), Microsoft Office. Scheduling software knowledge is an asset. Proven technical skills and great ease with learning new technology and software. Must be able to prioritize multiple requests and competing priorities for self and help team to achieve individual and group objectives. Demonstrated ability to plan, analyze and problem solve by identifying and solving problems using initiative and creativity. Ability to manage and foster relationships and networks with all key stakeholders, both internal and external to Enrolment Services. Ability to communicate complex information effectively and professionally to a range of stakeholders with varying levels of technical understanding. Professional attitude, diplomacy, and ability to collaborate with others. Proven flexibility in working with tight deadlines. Excellent attention to detail to ensure data integrity and accuracy of information. Excellent communication skills. Bilingual, English and French, spoken and written.
Minimum Education and Experience:
Bachelor's Degree 3 Years Related Experience /
(MPEX Grade 05) $69,430.00 - $86,790.00 - $104,150.00
33.75 (Full time)
Associate Registrar, Systems, Projects, and Class Scheduling
Position End Date (If applicable):
2024-09-30
2023-09-24
McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, . 