JOB DESCRIPTION

ADMINISTRATIVE OFFICER - SCHEDULING INCUMBENT: DIVISION: Students & Enrolment Management GROUP: CUPE DEPARTMENT: Registrar’s Office DATE CREATED: July 17, 2008 CLASSIFICATION: Level VI DATE REVIEWED: August 27, 2008 STATUS: _____ Full-Time _____ Term Certain __X___ Part-Time FTE 0.50 _____ Casual/Seasonal SUMMARY STATEMENT: The Administrative Officer is responsible for entering all general and departmental data into Banner and the Infosilem system required to produce the academic timetable and the final examination schedule for each term. The incumbent will enter data provided by the academic departments and the Scheduling Coordinator, create timetable simulations, generate draft schedules and bring conflicts to the attention of the Scheduling Coordinator as required. The incumbent is expected to work collaboratively with a variety of stakeholders including the Academic and non-Academic departments, Campus Management, the Events booking office and the Registrar’s office. RELATIONSHIPS: Reports to: Scheduling Coordinator Subordinate Staff: None Other internal contacts: Chairpersons, Divisional Administration Coordinators (DAC’s), Student

Services Assistants, IT Services, Faculty and Registrar. External contacts: Contracted partners, post secondary institutions. RESPONSIBILITIES/DUTIES: 1. Enters data required to build academic timetable

a) Enters data from loading sheets for each course submitted by the academic and non-academic departments into Banner and Infosilem as required to build timetables requested by the Scheduling Coordinator.

b) Builds all academic final exam schedules. c) Enters data, according to established procedures and rules, for timetabling and simulation

purposes. d) Plans and completes timetable and scheduling activities adhering to established

deadlines. e) Informs the Coordinator of scheduling conflicts and any issues noted by the departments. f) Generates reports to provide information as requested by the Coordinator. g) Maintains record and non-record filing systems ensuring FOIPP standards are met

including archiving and retrieval of documents.

2. Implements scheduling process a) Receives confirmation from Chairs regarding course sections, faculty, and room

requirements from loading sheets submitted b) Works collaboratively with the Scheduling Coordinator to assist in the scheduling of the

data to develop the most effective schedules in accordance with the established scheduling rules.

c) Provides coverage for the Scheduling Coordinator in their absence. d) Completes training, on an ongoing basis, related to scheduling systems. e) Responds to email, including meeting requests, voicemail, and mail on behalf of

Coordinator in their absence. f) Ensures a safe and healthy work environment by complying with college health and

safety policies, standard practices, and programs in keeping with occupational health & safety legislation and regulations

g) Other duties as related to the scheduling process. REQUIREMENTS/QUALIFICATIONS: Education

• A post secondary diploma and two to three years of related experience.

Experience • Experience in a post secondary environment is preferred. • Experience with Student Information and Scheduling Systems (ie: Banner and Infosilem) are

definite assets. • Advanced skills in Microsoft Office Suite and reporting tools.

PERFORMANCE COMPETENCIES AND CRITERIA: Performance criteria shall include achievement of tasks set out in the position description, annual major objectives, the completion of special assignments, and shall include:

Core Performance Competencies for all employees of Red Deer College (RDC):

• Building Rapport • Client/Customer Awareness • Integrity • Interpersonal Relations • Listening Skills • Organizing/Planning Ability • Personal Work Ethic

In addition to the Core Competencies identified as being required by all RDC staff, the following position competencies are also integral to the position: Position Competencies:

• Analytical Skills • Computer Skills • Initiative • Innovation and creativity • Flexibility/Adaptability

• Problem Solving/Decision Making • Oral Communication • Team Skills • Safety Awareness • Sensitivity • Tact • Tolerance of Stress

Supervisor: ______________________ Date:_____________________________ Incumbent: _______________________ Date: _____________________________