Management | Coordinator, Data Management System & Scheduling - FT

GENERAL STATEMENT
The Coordinator, Data Management, Systems and Scheduling has accountability and responsibility for the day-to-day operations, strategic planning, and related decision-making in the Data Management, Systems and Scheduling department. This key leadership position collaborates to inform decision-making that impacts all areas and functions within the department and in light of the strategic goals of the college. The coordinator is responsible for managing student services systems and applicable business processes to create the foundational support for admissions/registrations functions, the operationalization of curriculum, and data management, scheduling, and reporting. This role also coordinates the delivery of business analysis support including applicable systems training, and assisting in the recommending, planning, and implementation of enhancements to new and existing systems and business processes for student services, and as relevant across the college. This position requires the incumbent to work at both campuses.

TYPICAL DUTIES
Leadership and Supervision
• Actively contributes to budget development, job description development, policy, and business process development;
• Creates appropriate opportunities for team involvement in decision-making processes;
• Provides guidance to program leaders, chairs, and other college community on program management, enrolment, and registration;
• Ensures enrolment strategies and processes follow and support Strategic Enrolment Management (SEM) best practice and the College’s Strategic Plan and assists in identifying strategies and actions in support of the strategic plan;
• Takes a leadership role to identify and produce registration-specific communications to target groups within the college community;
• Schedules and directs daily activities of unit including the Business Analysts, for maximum productivity, and coordinates schedules with other service areas, as required, and including:
• approves, monitors, and reports vacation and other absences and arranges for coverage, as required;
• ensures participation on teams, work groups, and committees;
• coordinates and/or delivers orientation and training within Student Services or for other college employees as required;
• Leads the hiring process and develops selection criteria in accordance with collective agreements to meet service expectations and position requirements;
• Defines performance objectives for staff members and assists staff in meeting objectives;
• Enables teamwork, including implementing team-building strategies, collaboration, and information-sharing to foster better customer service;
• Proactively supports and mentors staff through organizational change and development as well as day-to-day operations, ensuring the understanding of the department’s impact and effectiveness;
• Liaises with HR, union reps, and management to ensure matters related to collective agreements are handled appropriately and consistently;
• In consultation with supervisor, addresses issues related to professional development requests, leave of absence requests, and matters of employee absenteeism, or other human resource issues;
• Will have an in-depth knowledge of all the roles within the department and be able to perform these duties. as required.

Operations
• Coordinates and ensures the delivery of departmental services and provides relevant information and guidance;
• Coordinates the building and management of course and program data;
• Manages records and processes for integrity, security, accuracy, and consistency;
• Analyzes requests for ad hoc reports and ensures the appropriate response to reporting requests’
• Assists in identifying strategies and actions in support of the College’s Strategic Plan;
• Coordinates the development and maintenance of procedural and training documentation pertaining to systems use for application in Student Services and throughout the college, as relevant;
• Coordinates system set-ups to enable the delivery of education and services to students and the college community;
• Produces the annual academic schedule for Education Council approval;
• Liaises with external and internal user groups and System Development to identify opportunities for Colleague system enhancements and for resolution of related issues;
• Liaises and resolves issues between Student Services and members of college community pertaining to the use of student services-related systems;
• Oversees the coordination, development, and implementation of student module testing protocols;
• Acts as a key contact/spokesperson;
• Leads the development and creation of presentations, workshops, and resources;
• Administers an effective inquiry response and communication system;
• Represents the department on various committees; chairs as appropriate;
• Coordinates the development of the annual calendar detailing departmental activities and timelines for completion;
• Collects, structures, and maintains statistics and data for planning, reporting, and decision-making purposes;
• Ensures data quality meets institutional research requirements and ministry standards;
• Researches, recommends, and documents enhancements to, and coordinates maintenance of, tools and systems involved in delivering training, services, and supports;
• Provides activity and progress reports on a regular basis;
• Monitors and reports on departmental budget and responds to requests in a timely and accurate manner;
• Participates in, and/or leads, special projects or initiatives, as assigned;
• Continually reviews and documents business processes, practices and related policies to ensure optimal use of resources, create efficiencies, establish service standards, and improve service to students and to the college community.

Customer Service
• Understands and communicates customer service theory, principles, and expectations;
• Develops, implements, monitors, and ensures customer service standards and models exemplary customer service;
• Responds to customer feedback in a sensitive and timely fashion;
• Receives referrals from team to resolve complaints related to departmental processes, policies, and functions;
• Consults and/or refers matters requiring next level of intervention to supervisor;

Performs other related duties similar in scope and complexity

QUALIFICATIONS

Completion of a Bachelor’s degree and six years of experience directly related to provision of service in a registrar’s office and/or student services department, or equivalent combination of education and experience.
• Advanced computer/technical skills, using all aspects of MS Office suite;
• Experience using integrated student record/registration database systems;
• Superior people skills and relationship-building skills;
• Proven analytical and problem-solving skills;
• Advanced leadership skills including mentoring, coaching, and conflict resolution;
• Excellent communication and public speaking skills;
• Demonstrated organizational and planning skills, as well as ability to work within a high-paced, dynamic environment.