Job Duties
The Timetabling Specialist is responsible for the production of the Academic Timetable for Saskatchewan Polytechnic every academic year. This includes data entry, manipulation, validation and the production of the course and classroom schedules. This position works closely with the Team Lead of Academic Scheduling, Facilities, Program Chairs, and program department staff to create the schedule and resolve scheduling conflicts. A solid understanding of the physical space across campus and being aware of any campus updates is necessary to assign rooms appropriately. This position will also assist with day-to-day room bookings for academic activities, schedule changes, room assignments and data entry in Banner and the other scheduling systems.
Under the direction of the Manager, Enrolment Services Modernization and the Team Lead, Academic Scheduling Office, the Timetabling Specialist will:
1. Analyze and validate the course loading data received from Program Heads prior to scheduling to ensure numbers provided with the loading matches the program capacity to ensure sufficient seats are available for students during the registration process.
2. Ensure major deadlines are met each term: (1) the download of data in SIS to be scheduled, (2) the upload of scheduled data to SIS and (3) the requirements to meet the course pull
3. Coordinate with Program Heads, Enrolment Services Specialists (ESS) and Facilities Management regarding opening/closing course sections and program enrolments, and adjust timetables as required.
4. Schedule all Saskatchewan Polytechnic courses including base programs, apprenticeship and continuing education (CE) courses.
5. Ensure conflict free schedules for all program activity.
6. Ensure timetables effectively utilize academic space.
7. Validate the accuracy of scheduled data in the Student Information System (SIS) by initiating daily transfers from the scheduling software to the SIS
8. Analyze and validate requests for timetable changes received from Program Heads and deciding whether they are justified, warranted and ensuring they are in the best interest of the students.
9. Inform students, instructors, program heads and facilities management of timetable changes via the web interface, thus ensuring a minimum of disruption at critical periods such as the start of term.
10. Identify and report data transfer issues to the Team Lead for resolution, testing and implementation of solutions.
11. Ensure that Program Heads are provided with group, instructor and room timetables for review prior to registration and the release of timetables to students.
12. Resolve all room size mismatch issues at the start of term
13. Provide guidance to program heads and program staff in using the timetable system.
14. Validate the accuracy of program and course data in the SIS by verifying and identifying all anomalies and coordinating solutions with the appropriate ESS.
15. Respond to inquiries from faculty, staff and students regarding policies and procedures.
16. Assist Saskatchewan Polytechnic internal stakeholders with scheduling functions
17. Participate in various modeling and simulation projects for the purpose of analyzing timetable quality and space needs and serve as the subject matter expert (SME) for project development and testing of new scheduling software tools or the SIS.
18. Analyze systems and procedures by participating in debriefing after each scheduling cycle and recommend improvements and procedural changes to the Team Lead to effectively respond to constantly changing demands, situations, client and academic needs
19. Perform other duties as assigned.
