Academic Planner - CAF Fanshawe, Base Borden

The Fanshawe College of Applied Arts and Technology

Ottawa

Hybrid

CAD 49,000 - 56,000

Full time

2 days ago

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Benefits offered by this job

Competitive compensation

Comprehensive Benefits Package

Defined benefit pension plan

Generous vacation and holiday entitl.,

Tuition reimbursement

Job summary

Fanshawe College is seeking a detail-oriented Scheduling Specialist to support academic planning and timetabling at the Borden Campus. The role involves coordinating workload assignments, verifying SWFs, and ensuring timely data submission for timetables.

You will collaborate with Executive Directors, Programs Managers, and the Centre for Academic Excellence to optimize course delivery. The position requires a post-secondary diploma or degree in office administration, at least 3 years’

Qualifications

Requires post-secondary education with relevant office experience.
Experience with scheduling or workload planning is an asset.
Strong written and verbal communication is essential.

Responsibilities

Assist with program planning and scheduling tasks to support academic delivery.
Prepare workload assignments based on enrolment trends and curriculum needs.
Ensure SWFs remain within contractual limits and deadlines.
Input and verify data in college systems to enable timetabling.
Liaise with Centre for Academic Excellence to address scheduling issues.

Skills

Organizational skills

Communication skills

Customer service

MS Office

Education

Post-secondary 2 year diploma/degree in Office administration or related discipline

Tools

MS Office Suite

Job description

Interested in growing your career at Fanshawe College? Fanshawe College thrives because of its people. We foster a culture of excellence and see opportunities to turn potential into impact. Leading with empathy, belonging, unity, learning and courage, we guide the learning journey of our students, ensuring they are ready for work and life, today and tomorrow.

Working at Fanshawe College Fanshawe College is committed to the principles of hybrid work and may offer this option to employees whose work can be performed in an alternate location, without adverse impact to the operations of the College, inclusive of our Student and Staff experience. Confirmation of hybrid work options available to you will be clarified upon hire and may be subject to change based on the duties required of your position. Successful candidates will be required to perform work within Ontario and must be available to work on campus, as required.

Posting Closing Date: November 24, 2026

Campus Location: Borden, ON

Department: CAO1 CAF

Fanshawe Operations Employment Group: Support

Pay Details: $35.29 Hourly Worker Sub-Type: Regular

Time Type: Full time

Remote Type: In-Person Contract End Date:

Hours of Work per Week: 35

Job Description: Location: Borden, Ontario Support Staff employees, as defined by the Full-Time Support Staff Collective Agreement, will be given first consideration. Note: This is for 1 Regular Full-Time vacancy. This position requires you to work in person at the Base Borden Campus. This position is deemed a critical replacement vacancy.

Payband: This position is paid at Payband G, $35.29 - $40.73 per hour

Why this Role is Important Under the supervision of the Operations Manager, CAF - Fanshawe, the incumbent performs duties in matters related to academic planning including scheduling, Standard Workload Formula (SWF), and curriculum support.

How You’ll Make an Impact

Distributes curriculum to Coordinators/Program Manager for verification and accuracy
Initiates and prepares proposed workload assignments based on Executive Director/Program Manager/Coordinator’s recommendations and after careful analysis of current and future student enrolment trends and any necessary curriculum modifications
Verifies that SWFs are within contractual limits
Suggests increasing/decreasing numbers of sections to Executive Director, Operations Manager and Program Manager to evaluate budget implications
Updates and adjusts workload assignments as required and as approved by the Executive Director
Ensures SWFs are issued, signed and forwarded to Labor Relations within posted deadlines and ancillary reports are also submitted
Maintains accurate records and supporting documentation
Responds to questions and interprets SWF data content for inquiries
Updates SWFs as a result of revisions, WMG ruling(s), and provides clarification to WMG as required
After official count dates, as determined by the college, enters accurate number of students that are provided to Centre for Academic Excellence to determine if overtime payments are required

Collecting all the necessary data required to complete the submission to the central Centre for Academic Excellence by analyzing teaching-hour projections to determine the academic delivery needs of the School for each semester
In consultation with the Executive Director/Operations Manager/Program Manager, determines the number of sections of courses required, room sizes, types of room (such as VDP room, laptop classroom, lab, specialized lab.)
Inputs the collected data into the college system to enable the Centre for Academic Excellence to produce timetables.
Checks and verifies inputted data
Submits exception forms for situations which are outside the scheduling parameters
Once the initial schedule is created by Centre for Academic Excellence, the incumbent reviews and verifies the draft timetables to ensure that all the required information has been accurately captured
The incumbent liaises with and identifies scheduling solutions alongside the Centre for Academic Excellence and Associate Dean to address any errors which need resolution, including system parameter/generated errors

Other Responsibilities

Booking miscellaneous rooms for tests, guest speakers, student groups and various other meetings, etc.
Liaises with other academic Schools to ensure courses serviced by and to this School are planned properly
Provides curriculum support that includes:
- Maintains program curriculum documentation including Degree Audits
- Prepares course section information for Office of the Registrar
- Assists Executive Director/Operations Manager/Program Manager in preparing budget and forecasting teaching hour projections
- Provides back-up to add in course petitions within faculty contract restrictions
- Closely monitors the number of seats in course sections, opens part time seats in courses
- Performs special projects as assigned by the Executive Director/Operations Manager/Program Manager
- Identifies issues/problems/gaps with academic delivery and works with Program Manager/Executive Director to resolve
- Initiates and/or prepares payroll documentation for non-full-time faculty hires
- Follow up to ensure that the hire contracts are returned and the appropriate payroll documentation is complete and submitted to payroll
- Initiates overtime payment authorizations, change of status for faculty
- Responds to inquiries in response to academic matters such as SWFs, timetables, etc.
Performs other related duties as assigned: Occasional back up to other Academic Planners within Faculty Provides emergency occasional back up to the Student Information System (SIS) registration activities Participates in various activities such as graduation, awards ceremonies, surveys, etc. Other duties as assigned

What You’ll Bring

Post-secondary 2 year diploma/degree or equivalent in Office administration or related discipline
Minimum 3 years of related work experience in a busy office environment with customer service focus
An equivalent combination of education and experience may be considered
Experience using software applications products (word processing and spreadsheets) preferably in an educational setting
Knowledge of the education sector - the College or other post-secondary environments - including scheduling, standard workload formula completion and curriculum support
Demonstrated strong organizational skills and attention to detail
Demonstrated ability to work independently and as a team
Demonstrated excellent verbal and written communication skills

Educational Credentials While transcripts are not required for the interview, they are mandatory as a condition of employment.

Equity, Diversity and Inclusion Fanshawe College is an equal opportunity employer. We are committed to equity, value diversity, and welcome applicants from diverse backgrounds.

Accommodation

Fanshawe College provides accommodations to job applicants with disabilities throughout the hiring process. If a job applicant requires an accommodation during the application process or through the selection process, the hiring manager and the recruiter leading the recruitment will work with the applicant to meet the job applicant’s accommodation needs. Accommodation requests per the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act can be emailed to: askhr@fanshawec.ca

Land Acknowledgement Fanshawe College would like to acknowledge and honour the Anishinaabe, Lotinuhsyuní and Lenape people of southwestern Ontario as the traditional owners and custodians of the lands and waterways where Fanshawe College is located. We thank all applicants for their interest; however, only those chosen for an interview will be contacted.

Fanshawe provides:

Competitive compensation
Comprehensive Benefits Package
Defined benefit pension plan
Generous vacation and holiday entitlements
Full-time employees start at a minimum of 3 weeks of vacation per year in addition to our paid college closure from Dec. 25 - Jan. 1
Prepaid leave/salary deferral plan
Subsidized maternity and parental leave
Family tuition program
Flexible work policy
Employee and Family Assistance Program
Corporate Discounts through CAUBO

Professional Development Education is at the heart of the Fanshawe experience for both students and employees. Organizational Development and Learning provides professional development and training opportunities for employees to grow and develop new skills. Fanshawe also offers: Tuition reimbursement and subsidy programs Professional development leave Fanshawelearns LinkedIn Learning Fanshawe College is proud to offer a lifetime retirement pension. Find out more information on the CAAT Pension Plan website:

Fanshawe also offers: