Program Support & Scheduling Officer

Mohawk College; Hamilton; Hybrid; CAD 30,000 - 60,000; Full time

Job summary

A leading college in Ontario seeks a Program Support & Scheduling Officer to provide operational and administrative support for the academic portfolio. This role involves scheduling, financial reporting, and customer service. The ideal candidate will have strong communication and organizational skills, with a commitment to diversity and inclusion.

Benefits

Defined Benefit pension plan

93% top up of maternity and parental leave pay

Progressive vacation plan

Comprehensive benefits package

Reduced rate for courses for employees and dependents

Qualifications

• Two years of practical experience in an office environment, preferably in a post-secondary setting.
• Proven ability to work independently and handle confidential material.

Responsibilities

• Provide operational and administrative support for the academic portfolio.
• Support financial reporting and budget preparation for the School of Climate Action.
• Assist in scheduling and workload management for faculty.

Skills

Communication

Problem-Solving

Interpersonal Skills

Multi-tasking

Education

Two-year post-secondary diploma/certificate in Office Administration, Business, or equivalent

Tools

SUMMIT

Microsoft Suite

Job description

Program Support & Scheduling Officer

Status: Full Time

Hours: Monday – Friday, 35 hours/week

Home Campus: Fennell (hybrid work arrangements available)

Rate of Pay: Payband G (Start Rate: $33.55 per hour)

Posting Date: May 15th, 2025

Closing Date: May 22nd, 2025 at 7:00 pm EST

Preference will be given to qualified employees within the Full Time Support Staff bargaining unit, Appendix D (in the role for 6 consecutive months) and RPT employees who have passed probation at Mohawk College.

We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators, we believe it is important to act and show leadership in advancing the principles of reconciliation, equity, diversity, and inclusion in our community.

Under the direction of the School of Climate Action’s leadership team, the Program Support and Scheduling Officer provides operational, customer services, and administrative support for the academic portfolio, performing a wide range of functions that contribute to the success of students and faculty, including: customer service, academic planning; timetable requirements; full-time faculty standard workload forms; tracking for non-teaching agreements; and exam scheduling. This role will also provide administrative support to the School.

In addition, this position supports financial reporting for the portfolio. The incumbent is responsible for a wide variety of financial analyses and reports for the School of Climate Action. The incumbent will reconcile all financial accounts for the portfolio; provide advice and guidance to the school leadership team concerning departmental budgets and budget preparation; support purchasing and procurement, including expense reconciliations; are responsible for all part-time contracts, including timesheets and additional payments to full time staff (teaching and non-teaching).

What you’ll be doing:

Scheduling/Workloading

• Meet with Associate Dean(s) to review and finalize faculty SWFs.
• Enter faculty workload data into workload management tools (e.g. SUMMIT) and run SWFs for faculty, including SWF changes as necessary.
• Review past enrolments comparing workload management tools, Fast Suite, Cognos, Academic Reporting Tool and Registrar’s office and Scheduling reports.
• Critical analysis of preliminary academic and exam schedules, revision and confirmation of final schedules including room assignments and invigilator requirements.
• Determine and request room requirements for lectures and labs.
• Analyze, troubleshoot, and resolve discrepancies on the scheduling workload spreadsheet (academic blocks, faculty, prep types, rooms/labs).
• Analyze workload information for faculty, ensuring that schedules conform to the guidelines established in the Academic Collective Agreement and any relevant local agreements.
• Identify situations, which are not feasible, practical or desirable and determining the extent to which the AD should be involved in the solution process, and providing the AD with suggested recommendations for resolution of the problem.
• Assist in the creation of student, room and faculty timetables.
• Use of Microsoft suite of products including MS Teams.
• Program queries for system integration and/or data merges with Banner, FAST suite and/or LMS.
• Review academic program of studies timelines and critically assess impacts of timelines on work loading and scheduling.
• Assist with program of studies review cycles, and process appropriate documentation.
• Investigate system and process improvements and present recommendations to all stakeholders.

Financial Support

• Initiating and processing standing orders for annual supply and service contracts and keeping track of what has been expensed to these orders.
• Preparing and processing portfolio purchase requisitions. Verifying order accuracy and receipt of goods and services and approving payment.
• Reconciling credit card purchases for portfolio cardholders.
• Processing and following up of expense claims. Involves knowledge of account strings and of any changes to the payment procedures.
• Tracking and documenting external partner contracts, software licenses.
• Responsible for all file management within the program cluster in accordance with the requirements of government regulatory bodies, college policy and procedures, and program area practices.
• Process invoices and purchase orders, reconcile internal and external accounts.
• Maintain accurate budget forms including transfers, etc. and reconcile portfolio accounts monthly; report to Senior Manager, Administration and Learner Experience on financial status of the portfolio.
• Investigates significant variances between the formal forecast update periods that have been addressed.
• Responsible for processing and monitoring contracts and payments made to part-time, partial load and sessional faculty/staff as well as processing additional payments to full time faculty.
• Initiate the processing of all part-time contracts and SAFs within the portfolio and monitor full-time support O/T payments by reviewing staffing requirements through SWFs and schedules and initiating all paperwork for the ADs and Senior Manager.
• Recognizes and resolves problems regarding encumbered contracts and tracking of replacement and recoverable part-time expenses.
• Contact person for part time hires within the portfolio, responsible to ensure that all new staff understand and receive required information from HR

Administrative and Customer Support

• Tracks faculty non-teaching period activities and curriculum development plans.
• Respond to students and potential students proactively, referring them to other College services as necessary.
• First point of external contact for program cluster. Receiving and responding to telephone, surface mail, e-mail and other external requests for information.
• First point of internal contact for program cluster with service, administrative and academic areas within the College.
• Assist with the planning and coordination of departmental and/or college events.
• Responsible for school wide communications, including emails, newsletters and/or social media.
• Assist the Associate Deans and Coordinators in the preparation of documentation required for the accreditation applications. Responsible for the development and coordination of the on-site survey schedules which includes College Administration, faculty, students, graduates, field partners and service instructors.

Other duties as assigned.

What you’ll bring to the role:

• Two-year post-secondary diploma/certificate in Office Administration, Business, or equivalent.
• Two years of practical and related experience(such as experience with workloading/SUMMIT and academic financial support) in an office environment, preferably in a post-secondary setting.
• Proven ability to initiate work and work independently.
• Excellent abilities to prioritize work and multi-task.
• Proven ability to work with confidential material.
• Excellent interpersonal skills, tact and diplomacy; incumbent must deal with faculty, support staff, administrators, external clients, PAC members.
• Excellent problem-solving abilities and decision-making skills.
• Excellent listening, verbal and written communication skills.
• Ability to work in a dynamic, multi-program environment, requiring flexibility and stress-coping skills.
• Demonstrated commitment and understanding of human rights, equity, diversity, inclusion, and accessibility.
• The ability to communicate and work effectively with diverse students, employees, and communities.

What we offer:

• Defined Benefit pension plan (CAAT) with contributions matched by Mohawk College.
• 93% top up of maternity and parental leave pay for 52 weeks.
• Progressive vacation plan starting with 15 vacation days plus annual holiday closure.
• Access to Employee Family Assistance Program including counselling services, financial literacy services, nutrition advice and more.
• Comprehensive benefits package including health, dental, vision, paramedical services (massage therapy, acupuncture, naturopath, psychotherapy and psychology), short-term and long-term disability.
• Ability to take courses at a reduced rate for employees and dependents.

To find out more about working at Mohawk College, please visit https://www.mohawkcollege.ca/about-mohawk/careers-at-mohawk

We are committed to reconciliation and nurturing an inclusive, diverse, equitable, and accessible (IDEA) environment for everyone who learns and works at Mohawk College. We welcome applications from racialized persons, women, Indigenous people, persons with disabilities, 2SLGBTQIA+ persons, and others who may contribute to the further diversification of ideas.

The College is committed to fostering inclusive ad barrier-free recruitment and selection processes. If you require accommodation during any stage of the recruitment process, please contact Human Resources.

To learn more about Mohawk College’s commitments, please visit the Mohawk College strategic plan webpage: https://www.strategicplan.mohawkcollege.ca/