Job Description

Description:

PACE provides education and training for adult learners during the day, evening and online in a wide variety of part-time and full-time program areas, including Professional and Information Technology Programs, Educational Assistant Program and Executive and Corporate training.

This Scheduling Administrator is responsible for coordinating PACE\xe2\x80\x99s scheduling needs including full-time courses, part-time evening courses, online deliveries, contract training, seminars/workshops, and faculty oversight courses. This position is also is responsible for managing instructor contracts for every PACE course.

Responsibilities:

• Coordinates course scheduling for over 1200 PACE courses annually based on academic planning requirements.
• Creates full-time calendars and makes decisions based on a variety of criteria including: course pre-requisites, workload of individual courses, study days, university holidays, instructor availability, room-sharing constraints, program, course and scheduling specific requirements, the requirement to run 20% online courses.
• Acts as the primary point of contact for approximately 200 instructors on course scheduling.
• Manages the instructor scheduling process based on the recommendations by the Program Managers. Contacts instructors via email to schedule courses, creates systems to effectively manage multiple course bookings of an individual instructor.
• Makes recommendations to Program Managers to resolve potential booking issues.
• Coordinates and administers all course change activities according to both the instructor and program scheduling requirements.
• Manages the Course Change Communication (C3) process to document and communicate course change activities.
• Updates PACE websites with scheduling related information.
• Prepares letters of agreement (LOA) with instructors for all courses, contract, and seminar bookings.
• Coordinates the authorization and signage process for LOAs.
• Maintains tracking systems for LOAs using Adobe Sign dashboards.
• Prepares systems and reports to follow-up on outstanding LOA\xe2\x80\x99s and when to involve Program Managers.
• Manages the electronic file storage of all instructor contacts.
• Coordinates all course information in PACE\xe2\x80\x99s scheduling software system.
• Updates and maintains active instructor profiles in scheduling software system.
• Manages and maintains the scheduling software for the scheduling of all course and seminar listings for entry in the Colleague system.
• Produces reports in scheduling software for analytical purposes according to program requirements.
• Assists in execution and implementation of new scheduling systems.
• Manages PACE\xe2\x80\x99s Master Instructor Contact List.
• Coordinates the new instructor account process with the Help Desk in the UWinnipeg Technology Solutions Centre (TSC).
• Manages yearly instructor account renewals and coordinates terminated instructor accounts with TSC.
• Determine instructor type (regular stipend, University employee stipend or CAS)
• Coordinates with Payroll/HR on all University employees teaching for PACE to have their contract paid through payroll.

Qualifications:

• Completion of formal training in a related discipline from a recognized institute.
• University Degree or Diploma an asset.
• Five years of directly related experience.
• An acceptable equivalent combination of education and experience.
• Demonstrated organizational skills and attention to detail.
• Strong prioritizing ability.
• Ability to work with frequent interruptions.
• Superior MS Excel skills including a strong working knowledge of formatting cells, sorting tables, using filters, applying formulas, importing/exporting data, setting up print layout, using pivot tables, v-look ups.
• Comfortable with using and integrating new and web-based technology
• Website administration experience.
• Strong problem-solving skills and an ability to conceptualize work student load with overall program schedule.
• Strong written communication including plain language writing. Proof reading and document formatting skills.
• Use of Adobe Sign software.
• Ability to understand and/or develop University specific policies, procedures, guidelines, regulations, deadlines and ensure compliance with them.
• Strong computer skills and ability to navigate between a variety of systems simultaneously.

An equivalent combination of education, experience, skills, knowledge and abilities may be considered.

Condition(s) of Employment:

• Must be legally entitled to work in Canada.

Note: The work described in this posting will be conducted in-person.

The University of Winnipeg is committed to equity, diversity and inclusion and recognizes that a diverse staff and faculty benefits and enriches the work, learning and research environments, and is essential to academic and institutional excellence. We welcome applications from all qualified individuals and encourage women, racialized persons, Indigenous persons, persons with disabilities, and 2SLGBTQ+ persons to confidentially self-identify at time of application.

The University of Winnipeg is committed to ensuring employment opportunities are accessible for all applicants. If you require accommodation supports during the recruitment process, please contact human_resources@uwinnipeg.ca.

The personal information of applicants is collected under the authority of the University of Winnipeg Act and 36(1)(b) of the Freedom of Information and Protection of Privacy Act. All personal information collected via the recruitment process is used to assess the applicant\xe2\x80\x99s suitability, eligibility, and qualifications for employment, and to otherwise support recruitment activities. This information will be provided to participating members of the recruitment process. Questions regarding the collection of your personal information may be directed to the Director, HR Services, 515 Portage Avenue, Winnipeg, MB, R3B 2E9 or 204.786.9066.

The University of Winnipeg has a Mandatory COVID-19 Vaccination Policy that requires all those coming to designated indoor campus spaces to provide proof they are fully vaccinated. The Policy was suspended effective May 2, 2022. However, prospective employees should know that the Policy may be reinstated in the future based on changing public health circumstances.

University of Winnipeg