Job Description - Simon Fraser University

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Job Description - Simon Fraser University Powered By Docstoc
					                       SIMON FRASER UNIVERSITY & C.U.P.E., LOCAL 3338
                        WEIGHTED JOB QUESTIONNAIRE (WJQ) CUSTOM
                                          PART 1: JOB DESCRIPTION


1. POSITION IDENTIFICATION                                              FOR USE BY HUMAN RESOURCES

                                   Centre for Online and
Department Name:                   Distance Education (CODE)                  Classification & Grade Approved:

Position Number(s):                730                                    Word Processing Operator, grade 7

                                   Word Processing Operator,
Current Position Classification:   grade 7

Department Position Title:         Course Production Technician        Effective Date:     May 1, 2005

                                   Coordinator, Course
Evaluating Supervisor’s Title:     Production                          Approved by:

Date Completed:                    July 25, 2008                       Next Review:        ___


Part 1 is being completed by:            Employee
(Double click on box and choose
“checked” to check a box.)               Evaluating Supervisor




2. POSITION SUMMARY
A summary of the major functions of the position in three or four sentences.
    Produces and updates print-ready and web-ready instructional materials for the Centre for Online and
    Distance Education (CODE), using word processing, desktop publishing, and web publishing applications.
    Sets up and tests online conferencing and other instructional tools. Inputs and formats course materials
    (such as print and online study units) from original drafts. Proofreads and copy edits course materials.


3. MAJOR FUNCTIONS
List the duties and responsibilities of the position in order of frequency (i.e., (D) Daily; (W) Weekly; (M) Monthly;
(S) Semester)
    D   Builds, updates, and tests online course components, using web-based instructional technology and
        publishing applications (WebCT, FirstClass, Dreamweaver, HTML).
    D   Checks online links and searches Web for replacement links, where necessary.
    D   Compiles course materials into web-ready and print-ready format by determining appropriate setup to
        ensure quality output.
    D   Sets up online conferencing and other instructional tools (including setting up permissions, groups,
        discussions, grade book, and accessibility) according to the designs and parameters provided by
        program directors and course authors, and tests them for performance according to required outputs.
    D   Creates and maintains groups within learning management systems (e.g., WebCT) by tracking student
        enrollment and adding and removing students from courses and from groups, as required.

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D   Creates standard messages in online conferences, using conferencing software (e.g., WebCT) to add
    required information to course files.
D   Interprets multiple written and oral instructions from program directors, course authors, external
    editors, and the managing editor, chooses the most appropriate wording and/or formatting, and makes
    the resulting changes to course materials, in consultation with the course production coordinator.
D   Inputs revisions and corrections to course materials from edited drafts by using word processing and
    web-publishing applications to revise documents according to instructions, for approval and duplication
    or web publishing.
D   Formats, proofreads, and copy edits study guides and other course materials by correcting
    inconsistencies and errors in layout, spelling, punctuation, and minor points of grammar. Applies
    designated citation styles and CODE house style to ensure that print and online materials are consistent,
    attractive, and easy to follow.
D   Inputs and formats course materials (course introductions, study units, lab guides, assignments, tutor-
    marker guidelines, addenda) from original drafts (hard copy, e-files, disks) by using word processing,
    page layout, and web publishing applications (Word, Pagemaker, InDesign, Dreamweaver, HTML), to
    prepare materials for print and web publication.
D   Integrates documents with different applications by incorporating text, tables, diagrams, charts, and
    graphics, to prepare materials for approval and publication.
D   Communicates with the managing editor and other course production staff concerning scheduling, to
    ensure that deadlines are met.
D   Creates and maintains records for courses in the production database (e.g., using Filemaker).
D   Records time spent on individual tasks for each course, using database applications (e.g., FileMaker).
W Compiles and formats course materials for editing, and documents what is sent to editors.
W Compiles, prints, and prepares pdf (portable document format) files of course materials for print and
  online publication, determining appropriate setups to ensure quality output.
W Creates and updates course web pages, including uploading files and creating appropriate links.
W Troubleshoots technical problems in the building of online course sites by identifying the source of the
  problem (e.g. defaults, permission settings), determining or recommending how to correct it if it’s
  software related, and referring other problems to the technical unit for resolution.
W Trains, assigns work to, and checks the work of temporary and other production staff.
W Proofreads corrections made to course materials by other course production technicians.
W Communicates with course production staff by attending weekly meetings to review the production
  status of course materials, ensure that requirements and deadlines are met, obtain information, and
  report on progress.
W Searches Internet and library resources to ensure that website links are working and to complete and
  verify bibliographical and other information for course materials.
W Updates course web pages by uploading files and creating appropriate links.
M Compiles, prints, and prepares PDF (portable document format) files of course materials for print and
  online publication, determining appropriate setups to ensure quality output.
M Attends meetings with course authors, instructors (SFU and non-SFU), program directors, and other
  production staff to provide and gather information.




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4. MINOR FUNCTIONS
List duties and responsibilities that occur annually and periodically throughout the year.

            Scans, formats, and proofreads material from books and journals by using a scanning program. Formats
             in InDesign, proofreads, and creates PDFs for printing.

            Inputs copyright information changes to the CODE copyright database.

            Searches the Web to determine which articles can be accessed online, for incorporation into course
             readers.

            Searches library databases and retrieves books and journals to scan articles for course readers.

            Searches library databases to assist the copyright specialist in determining which articles can be linked to
             online course sites (e.g., websites, WebCT sites, and FirstClass sites).

            Searches library databases to assist the copyright specialist in obtaining complete publication
             information for items reproduced by CODE.

            Creates templates in InDesign for course readers.

            Acts as a resource person for departmental staff by assisting in the use of applications such as InDesign,
             Dreamweaver, and WebCT.

            Consults course authors about study unit changes.

            Updates skills and knowledge about publishing and web page design by reading user manuals and
             attending on- and off-campus workshops.

            Performs other duties and responsibilities consistent with the job description and classification, as
             required.


5. LEVEL OF INDEPENDENCE
Check one box that best describes the level of independence that can be exercised within the position by a fully
trained employee.
        a) Work is provided with specific instructions describing how and when it should be completed.

        b) Work is provided with general instructions. The employee makes choices about how the work will be
           completed within deadlines.

        c)    Work is self-directed by the employee. The employee determines what work needs to be completed and
              when it should be completed to meet deadlines.

        d) Work is assigned on a project-by-project basis in the form of broad objectives. The employee evaluated
           what work needs to be completed within general time frames. Provide examples of project work:




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6. TRAINING EXERCISED
If the position provides training, check each description that applies.
     a) Not required to provide training to other individuals.

     b) Explains how work is performed in his/her own position to individuals in other positions performing
        the same or similar work (includes training replacement employees).

     c)   Provides one-on-one specialized training to other individuals. Considered a specialist in a particular
          area or field of study. Positions at this level may be designated as the resident department expert.

     d) Provides one-on-one training to individuals in other positions. Must have a good understanding of the
        work of the other positions. Positions at this level may be designated as group leaders or work leaders.

     e) Conducts training seminars for groups. Training seminars are normally scheduled and follow a
        prescribed format. May also develop or assist in the development of training seminars.



7. DIRECTION EXERCISED
Check each description that applies.
     a) Not required to provide direction to other individuals.

     b) Assigns and/or checks work of other individuals.

     c)   Schedules, assigns, and checks work of other individuals.

     d) In addition to C, establishes work priorities for a unit.

     e) In addition to C and D, guides project teams.



8. INTERNAL AND EXTERNAL CONTACTS
List internal and external contacts (i.e., specific positions within own department, other departments, students,
faculty, on/off campus vendors, etc.), the duration of each contact (i.e. less than 1 hour at a time, 1-2 hours at a
time, more than 2 hours at a time), and the frequency of each contact (i.e. occasional, frequent, or continuous).
Type of Contact                                                            Duration                  Frequency

CODE staff, including the course production coordinator,
editors, program directors, and members of course production                < 1 hour                  Frequent
unit, course materials unit, and general office.
CODE director and manager of administration                                 < 1 hour                 Occasional

Course authors (faculty, graduate students)                                 < 1 hour                 Occasional



9. IMPACT OF ERRORS
Common Errors: Provide a few examples of the most common errors which normally occur in the performance of
the work.
   Typos, overlooked requests for correction, incorrect header levels in documents, and misinterpretation of
    editors’ marks. These errors are usually caught when the documents are proofed by other people.
   Incorrect settings on components for online courses. These errors can cause difficulty for students and tutor-

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9. IMPACT OF ERRORS
Common Errors: Provide a few examples of the most common errors which normally occur in the performance of
the work.
    markers when they try to access and use the online course components.
Uncommon Errors: Provide a few examples of most uncommon errors which infrequently occur in the
performance of the work.
   Forgetting to place revised files on the production server as soon as they’re updated. This can cause other
    people to work on the wrong versions of files, resulting in confusion, lost time, and frustration.
   Losing documents from course authors and program directors when there are no electronic backups. This can
    cause embarrassment and may require course authors and program directors to re-do their work, which is
    both inconvenient and unprofessional.
   Uploading course files to the wrong courses. This can cause confusion for students and tutor-markers, as well
    as embarrassment for program directors and other CODE staff.
   Skipping pages when scanning articles or for course readers. This can cause confusion for students and tutor-
    markers, as well as embarrassment for program directors and other CODE staff.
   Copying older files over the latest versions on a WebCT site. This can result in lost information, confusion,
    lost time, and frustration.



10. EFFORT
Describe concentrated periods of auditory (hearing/listening); visual (seeing); perceptual (understanding /
comprehending); and physical dexterity (finger/hand movements, eye/hand coordination, lifting, carrying,
pushing, pulling, reaching etc.). For each example of effort, indicate the concentrated duration (less than 1 hour at
a time, 1-2 hours at a time, more than 2 hours at a time) and frequency (occasional, frequent, continuous).

Type of Effort                                                            Duration                 Frequency

Working on video display terminal (seeing, keyboarding,
                                                                         1 – 2 hours                  Frequent
formatting)
Understanding verbal instructions and written information
                                                                         1 – 2 hours                  Frequent
about editing and formatting
Recognizing inconsistencies and detecting errors
                                                                         1 – 2 hours                  Frequent
(editing/proofreading)
Working under time pressure to produce course materials
                                                                         1 – 2 hours                  Frequent
within deadlines
Non-confined sitting                                                     1 – 2 hours                  Frequent




11. WORKING CONDITIONS

a) Describe the place(s) where work is performed such as office environment, laboratory, outside work site, etc.
   Also identify the number of hours (of the total hours worked per week) spent in the place(s).

                                                                                 Hours spent as a total of hours
Location
                                                                                       worked per week

Own office                                                                                    32/35



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11. WORKING CONDITIONS

Other (offices, meeting rooms, Library)                                                     3/35

b) Describe any uncomfortable and/or distracting conditions in the work place(s) which an incumbent is
   exposed to on a regular basis and the frequency of the exposure. (e.g. interruptions, distracting noise,
   unpleasant odours, dust, drafts, inks, dyes, cleaning agents, toner for printers, temperature extremes, heavy
   dust conditions, wetness, fumes, vibrations, etc.)
                                                                                  Frequency of Exposure
Uncomfortable Conditions
                                                                           (Occasional, Frequent, or Continuous)
Cold drafts                                                                               Frequent

Interruptions                                                                            Occasional

Fumes from bus stop and loading dock                                                     Occasional

Noise from trucks backing up                                                             Occasional

c)   Describe any potential health or safety hazards etc. and the frequency of exposure of each hazard. (e.g.
     dealing with complaints and/or verbal/physical abuse; noise levels that interfere with normal
     speech/hearing; toxic gases or materials; dangerous chemicals, combustibles, radioactive material; repetitive
     arm, finger, wrist movements or other activities that may result in a physical injury; high speed, pressurized
     equipment; high voltage; heights above five feet; bio-hazardous wastes, body fluids, etc.)
                                                                                  Frequency of Exposure
Potential Health or Safety Hazards
                                                                           (Occasional, Frequent, or Continuous)
Eye strain from looking at computer monitor                                               Frequent

Muscle strain (shoulders, neck, wrists, forearms) from working on                         Frequent
computer for sustained periods (up to 2 hours)



12. CONTINUING EDUCATION
Check each description that applies.
      a) Does not require any continuing education.

      b) Requires learning new university/department related procedures and/or methods.

      c)   Requires learning new procedures and/or methods acquired through reading non-
           university/department publications.

      d) In addition to B and C, requires registration in formal seminars, training sessions, workshops,
         conferences, etc.

      e) In addition to B, C, and D, requires registration in post-secondary courses (one semester/equivalent).




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13. QUALIFICATIONS
Minimum required to satisfactorily perform the work.
Formal education qualifications: identify the highest level of formal schooling required.

High school graduation and one year of post-secondary education or formal program equivalent, including
courses or training in word processing, HTML, page layout and web layout applications.

In addition to formal education, identify the certification or program of study required.


In addition to the above qualifications, the number of years of minimum experience are:
    3         years (must be related experience)


Check one:

        An equivalent combination of formal education, certificate/program of study ad experience is acceptable.

        An equivalent combination of education, certificate/program of study and experience is not acceptable
        because: (please explain)



Occupational Skills: Identify skills specifically required to perform the work of the position.

   55 words per minute keyboarding skill with a high degree of accuracy;
   Ability to use web delivery tools and applications (e.g. WebCT, HTML, FirstClass, E-Live, Fetch) at an
    intermediate level, preferably in a Windows environment;
   Ability to use word processing, page layout, and web publishing applications (e.g., Word, Pagemaker,
    InDesign, Dreamweaver, WebCT) at an advanced level, preferably in a Windows environment;
   Ability to use spreadsheet and database applications (e.g. Excel, Filemaker) at a basic level;
   Ability to adapt to new software applications and procedures;
   Ability to work effectively as a member of a team;
   Ability to exercise mature judgment and initiative;
   Ability to work independently and meet deadlines;
   Advanced knowledge of formatting and layout of print and online documents (e.g., books, research papers,
    reports, web pages);
   Advanced knowledge of academic referencing and citation styles;
   Advanced knowledge of library and Internet research methods;
   Good knowledge of standard office practices, methods, and equipment;
   Basic knowledge of Canadian copyright law;
   Basic knowledge of scanners used for inputting texts and graphics;
   Good copy-editing and proofreading skills, including a good understanding of the rules of spelling,
    grammar, and punctuation;
   Excellent oral, written, and interpersonal communication skills;
   Excellent organizational and time-management skills;

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   Excellent attention to detail;
   Excellent analytical reasoning and problem-solving skills.


Occupational Requirement(s): Identify non-skill requirements to perform the work such as ability to work shifts
and/or be on-call; ability to travel periodically outside the lower mainland; have a valid driver's license; ability to
lift, move or carry equipment or materials over 10 kg; etc.


None.


14. APPROVAL AND REVIEW

Evaluating Supervisor Approval: Information provided in the job description accurately reflects the requirements
of the position.




    Name of Evaluating Supervisor                           Signature of Evaluating Supervisor




                                                            Date

Employee Review: I have read and understand the requirements of the position.




    Name of Employee                                        Signature of Employee




                                                            Date




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