Position Title: Academic Assistant

Location: London, Ontario

Type: Full-time

Overview: ITPS (Canada) Ltd is seeking a highly organized and detail-oriented Academic Assistant to support the efficient and seamless flow of our academic programs. This critical role involves managing the scheduling of ground school events, coordinating with instructors and students, and ensuring compliance with higher education regulations. The ideal candidate will have experience in managing and scheduling educational programs, with a strong preference for a background in aviation and aviation training.

Key Responsibilities:

1. Academic Scheduling and Coordination:

• Develop and manage the academic schedule for ground school events, classrooms, and students using the organization’s management system (FSMS).
• Work closely with the Chief Theoretical Knowledge Instructor (CTKI), Chief Academic Officer (CAO), and Head of Training (HoT) to align schedules with the overall training plan.
• Assign instructors to events, balancing workloads and ensuring coverage.
• Notify students and instructors of upcoming events on a weekly basis through the FSMS system.

2. Conflict Resolution and Contingency Planning:

• Resolve scheduling conflicts and address unexpected instructor absences promptly.
• Coordinate with the CTKI and backup instructors to ensure minimal disruption to the academic program.

3. Compliance and Reporting:

• Assist the CAO and Registrar with academic data collection and reporting to maintain compliance with government and higher education regulatory requirements.
• Update and manage examination and assignment records within the FSMS system.

4. Student Support and Resource Management:

• Add new students to the academic material repository on SharePoint for seamless access to resources.
• Serve as a point of contact for student inquiries related to scheduling and academic materials.

5. Administrative and Process Improvement:

• Create or modify schedule templates based on input from the CTKI or CAO.
• Proactively identify opportunities to streamline scheduling and coordination processes.
• Maintain organized and accurate records of academic schedules and activities.

Qualifications:

Required:

• Demonstrated experience in managing and scheduling educational programs.
• Exceptional organizational and problem-solving skills.
• Strong interpersonal and communication abilities for effective collaboration with students, instructors, and leadership.

Preferred:

• Undergraduate degree in Aviation, Aviation Management, Education, or a related field.
• Experience in aviation training or programming aviation-related curricula.
• Familiarity with higher education regulatory compliance and reporting requirements.
• Proficiency in using scheduling and management systems (e.g., FSMS) and collaborative tools like SharePoint.