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Position Summary:
Reporting to the Class Scheduling Manager, the Class Scheduling Administrator is responsible for gathering the information required for scheduling, assessing, and updating the information in the scheduling software. The incumbent represents the Class Scheduling Team as a resource person and trouble-shooter for University staff and faculty, while assessing, reviewing, and investigating record discrepancies and producing scheduling timetables for departments.
Primary Responsibilities:
Produce a timely, accurate, and conflict-free schedule for students and Faculty by collecting and validating data submitted by academic departments and producing schedules in a timetable software.
- Responsible for preparing and publishing the class schedule prior to Registration.
- Evaluate and manage scheduling constraints to minimize conflicts, maximize efficiency, and develop optimal schedules.
- Ensure the schedule meets the effective delivery of the program.
- Ensure that the timetable provides effective space utilization.
- Monitor class scheduling data to improve data quality, resolve issues, and review unused space.
- Monitor and adjust schedules before and during the academic year to reflect enrolment changes and department requests.
- Conduct testing of system software upgrades and any additional testing required to support scheduling-related projects.
- Train departments on the use of the Data Collection Utility (DCU) and provide accurate information to the scheduling team.
- Responsible for updating Class Schedule documentation and completing ad-hoc requests for events or exams, as required.
Other Qualifying Skills and/or Abilities :
Proven ability to handle several operational deliverables simultaneously, meet deadlines and work independently, as well as part of a team. Demonstrated organizational skills, ability to prioritize and multi task. Demonstrated ability to communicate effectively with all levels of staff. Ability to identify and solve problems using initiative and creativity. Ability to analyze processes and procedures and to advise on improvements. Ability to work unsupervised and independently to meet deadlines, planning, and setting priorities for own work. Ability to priorities multiple tasks, work to resolve conflicting timelines, and deadlines under pressure and make informed decisions with limited supervision. Ability to work efficiently integrating new knowledge and process improvement. Demonstrated commitment to client focused service with an ability to interact effectively with a wide variety of individuals, including all members the over-arching Systems, Projects, and Class Scheduling team using well developed interpersonal and negotiation skills. Ability to communicate complex information effectively and professionally to a range of customers with varying levels of understanding. Strong commitment to collaborate and work together as a team to produce an effective schedule within the established timeline. Knowledge in PC environment using word processing, databases, spreadsheets, power point, Banner and TPHI. Interpersonal skills using tact, patience and courtesy. Please note that the recruitment process for this position may include a testing component following the interview.
As one of Montreal's Top Employers, here is what we offer:
- Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
- Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
- Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
- Competitive vacation policy
- Two (2) personal days
- Two (2) floating holidays
- Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
- Paid time off over the December holiday period
- Tuition waiver for regular employees and their dependents
- Up to two (2) days of remote work per week where the position permits
Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.
Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level #3 (qualifier) on a scale of 0-4.
For a definition of our language proficiency levels, please click here.
Minimum Education and Experience:
Hourly Salary:
Hours per Week:
Supervisor:
Position End Date (If applicable):
Deadline to Apply:
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, [email protected].
Skills Required
- DEC III diploma
- Three years of related experience with a DEC III
- Knowledge of PC-based word processing, databases, spreadsheets, and PowerPoint
- Knowledge of Banner and TPHI
- Ability to manage multiple operational deliverables, prioritize tasks, and meet deadlines independently
- Ability to analyze processes, solve problems, and recommend improvements
- Effective communication, interpersonal, negotiation, and client-service skills
- Ability to work collaboratively with university staff, faculty, and scheduling teams
- English proficiency at McGill level 3
- Authorization to work in Canada and willingness to work in Quebec
What We Do
McGill University is a public research university with extensive research activities across various engineering disciplines, including civil and materials engineering, focusing on areas like construction materials and advanced manufacturing.
