Academic Planner - CAF Fanshawe, Base Borden

Fanshawe College; Ottawa; On-site; CAD 49,000 - 56,000; Full time

Job summary

Fanshawe College is seeking a Support Staff member for the Borden Campus in Ontario. This regular full-time role involves academic planning, scheduling, and workload management using the SWF framework, with a focus on curriculum support and timetabling.

The incumbent will gather data, prepare workload assignments, ensure SWFs stay within contractual limits, and coordinate with Executive Director/Operations Manager/Coordinator for staffing and budget considerations.

Qualifications

• 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.
• 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.

Responsibilities

• Gathering, analyzing and inputting data into College system for scheduling of programs and classes.
• Determine number of course sections, room sizes and types of rooms in consultation with leadership.
• Input data to enable timetables; check and verify data.
• Submit exception forms outside scheduling parameters; review drafts for accuracy.
• Liaise with Centre for Academic Excellence to address scheduling issues and errors.
• Collect data to generate examination schedules; book rooms for tests and meetings.

Skills

Office administration

Customer service

Organizational skills

Communication skills

Scheduling

SWF knowledge

Curriculum support

Education

Post-secondary diploma/degree

Tools

Workday

Word processing

Spreadsheets

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 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

Responsible for the gathering of information to facilitate the development of all full-time faculty Standard Workload Form (SWF) workload assignments for the School that includes

• 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

Responsibilities

Responsible for the gathering, analyzing and inputting of data into College system, for the scheduling of programs and classes for the School that includes

• 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


• Collecting all the necessary data required to complete the submission to Centre for Academic Excellence in order to generate the examination schedules for the School


• 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

Fanshawe College uses Workday to manage recruitment and hiring processes.

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: [e-mail]

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.