Scheduling Administrator

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Position Summary:
Reporting to the Associate Director, Operations, the incumbent's primary role will be to administer the Faculty's class schedule.  The candidate will liaise with different stakeholders of the University, i.e. Enrolment Services, Summer Studies, the Faculty's program offices and Area Coordinators, to produce the best possible class schedule, while taking into account the needs of approximately 2,700 students.  The role will also include oversight of the operational requirements of the Faculty's classrooms, liaising with Facilities Operations and IT Services, and provide recommendations for classroom improvements. 
Primary Responsibilities:

• Administer the Faculty's (Fall/Winter) class schedule by liaising with Enrolment Services ensuring inputs for the scheduling exercise are submitted.

• Administer the Desautels calendar of dates ensuring all course lecture sections are scheduled appropriately, adhering to McGill regulations regarding contact hours and other policies.

• Organize the Summer semester by acting as the Faculty liaison with Summer Studies and is the point person for the Programs and Areas ensuring all required courses are scheduled, and that the Summer eCalendar is updated.

• Provide reports, analyses and recommendations to the Vice-Deans, Program Directors and Area Coordinators on staffing, cancellations, additional sections, and capacity increases or reductions.

• Assess and provide input and recommendations to Faculty for classrooms improvements.

• Act as the resource person on the process for course materials, communicating relevant deadlines and verifying copyright cost recovery information provided by the McGill Bookstore.

• Act as a resource person for planning new programs, providing input and recommendations on the academic schedule.

• Liaise with IT and other support units regarding daily operational maintenance and equipment issues; proactively communicate issues and resolution plans with instructors scheduled in effected spaces; resolve problems in keeping with Faculty customer focus, priorities and cost management.

• Coordinate the room bookings process of classrooms and interact with students, professors, staff and others. Resolve problems related to use of premises or classroom bookings. Maximize efficient use and compliance with all applicable regulations for classrooms, while ensuring pedagogical needs of students and professors are met.

Other Qualifying Skills and/or Abilities
Demonstrated ability to be both detail-oriented and see the bigger picture. Ability to handle competing priorities is a must. Proven ability to listen and assist clients, students and staff with problems. Ability to deal effectively and diplomatically in delicate situations. An independent thinker who is able to work autonomously and as part of a team. Excellent communications and interpersonal skills are required. High level of adaptability and a willingness to learn. Demonstrated ability to work in a PC environment using word processing, spreadsheet, and database (advanced EXCEL); as well as ability to use e-mail and Minerva. Banner (GEN 300, SIS 393 and ESW 100) and Infosilem are required. English and French (spoken and written).

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 #4 (qualifier) on a scale of 0-4.
For a definition of our language proficiency levels, please click here.

Minimum Education and Experience:

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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,