Position No. Job Title Supervisor s Position. Department Division / Region Community Location Education Corporate Services Iqaluit HQ

Transcription

1 1. IDENTIFICATION Position No. Job Title Supervisor s Position Specialist, Education Technology Database Management Manager, Information and Education Technology Department Division / Region Community Location Education Corporate Services Iqaluit HQ 2. PURPOSE Main reason why the position exists, within what context, and what the overall end result is. Reporting to the Manager, Information and Education Technology (Manager); the Specialist, Education Technology Database Management (Specialist) supports the Department to strengthen the technical support provided to departmental staff, Regional School Operations offices, schools, and others as appropriate. More specifically, the Specialist works to remove technical barriers and improve the general utility and access to departmental tools and supports (e.g., databases). Operating in a complex and highly decentralized environment, the Specialist oversees multiple databases (critical to the success of school operations) and associated projects at any given time and responds to user needs in a coordinated fashion. The incumbent, through his/her activities, contributes to ensuring that the Department adheres to the requirements outlined in the Public Service Act, Education Act, Access to Information and Protection of Privacy (ATIPP) Act, and other legislation, policies, directives, etc. as it relates to developing, maintaining, and ensuring the provision of IT and Education Technology support to schools. 3. SCOPE Describe the impact the position has on the area in which it works, or if it impacts other departments, the government as a whole, or the Public directly or indirectly. How does the position impact those groups / individuals, the organization, and / or budgets? What is the magnitude of that impact? The Specialist is a subject matter expert who works closely with departmental staff; Regional School Operations offices; schools; the Manager; Regional Education Technology Coordinators; the Lead, Education Technology Technicians; Education Technology Technicians; and others as appropriate (e.g., Community and Government Services (CGS)) to ensure that database needs are met and that servers are operating in a manner that is responsive and secure. To this end, the incumbent is responsible for a number of departmental systems, including: HEROS, Inventory System (Media), Capital Planning database, Early Childhood Operations, and the Student Information System (SIS). Functions performed by the incumbent include: Provision of technical advice and guidance on databases to inform the acquisition, installation, deployment of new IT and Education Technology systems / equipment; Provision of end-user support and support to the Education Technology Service Desk; Functioning as a subject matter expert on and project manager for deployed database and servers; Development / configuration of new databases; Administration of departmental databases (i.e., the SIS database); Ensuring databases are secured, regularly maintained, and operating in the manner intended; Developing (in consultation with the Manager) User training and associated supports. The Specialist, Education Technology Database Management supports the Department in the application of its Project Management Process Administrative Directive and participates in Committees (as and when Page 1

2 Describe the impact the position has on the area in which it works, or if it impacts other departments, the government as a whole, or the Public directly or indirectly. How does the position impact those groups / individuals, the organization, and / or budgets? What is the magnitude of that impact? required) that pertain to the activities of the Division and / or the Department as a whole. Additionally, the incumbent ensures that the services and supports they provide reflect / are aligned with Inuit Qaujimajatuqangit (IQ) principles. 4. RESPONSIBILITIES Describe major responsibilities and target accomplishments expected of the position. List the responsibilities that have the greatest impact on the Organization first and describe them in a way that answers why the duties of the position are being performed. For a supervisory or management position, indicate the subordinate position(s) through which objectives are accomplished. The Specialist, Education Technology Database Management is responsible and accountable for: Functioning as the Department s database management expert providing expert insight, advice, and guidance on these tools: o Creating / reviewing HEAT tickets to determine whether issues are functional and / or technical; o Providing Tier 1-3 support to Users; o Engaging others (e.g., Education Technology Technician team, etc.) as appropriate, to assist in the resolution of issues raised; o Performing periodic tests on databases and servers to ensure ongoing responsiveness to User and system requirements. Conducting research to remain informed of best practices in the area of database and server management: o Researching approaches to address (including approaches applied in other related / applicable jurisdictions) the Department s database and server needs and challenges; o Remaining current with new developments and the evolution of technology in the field of education with a view to identifying options for consideration by the Department and enhance the utility of tools, equipment, etc. already deployed. Developing, in consultation with the Manager, policies and procedures guiding the use and maintenance of databases, data entry, and the use of data; o Monitoring database activity (e.g., data entry) to ensure alignment with established policies and procedures, protocols, etc. and taking steps (e.g., strategic communication, training, etc.) to address situations when Users are not in compliance with established requirements; o Developing User guidance / in-service training. Functioning as the Administrator of Department s databases: o Maintaining accurate and up-to-date system requirements (e.g., functionality requirements, User requirements, data requirements, database models, etc.) documentation; o Configuring / contributing to the configuration of databases to ensure user requirements / specifications are addressed; o Maintaining accurate records of all Users with access to databases, their rights / levels of permission, passwords, etc.; o Maintaining accurate records of all databases, and all applications, systems, etc. hosted on servers; o Maintaining accurate records of all servers, where they are hosted, etc.; o Maintaining an inventory of all key documentation related (e.g., warrantees, vendor contact agreements, licenses, Manuals, policies and procedures, protocols, etc.) for databases and servers being managed; o Adding and removing Users and applications, in consultation with the Manager; Page 2

3 Describe major responsibilities and target accomplishments expected of the position. List the responsibilities that have the greatest impact on the Organization first and describe them in a way that answers why the duties of the position are being performed. For a supervisory or management position, indicate the subordinate position(s) through which objectives are accomplished. o Monitoring databases to ensure they are performing to expected levels; o Performing preventative and structured maintenance on databases; o Ensuring current updates are applied to databases and servers; o Maintaining a test environment and performing random tests on deployed databases and servers to ensure they continue to operate as intended; o Carrying-out investigations (in consultation with applicable groups, e.g., vendors) in situations where servers / databases are not operating as designed; o Ensuring consistent data back-up / recovery processes are followed and best practices in security standards are applied to databases and servers. Identifying opportunities to address existing User needs / requirements: o Engaging with applicable staff to determine their satisfaction with existing databases and identify their needs; o Undertaking research to identify upgrades, enhancements, features, approaches, applications, etc. to address identified needs / requirements; o Participating in the ranking, weighting, and prioritization of identified needs / requirements; o Developing, in consultation with colleagues (e.g., Manager, other Specialist, Education Technology Management, etc.), approaches (work plans) to address priority needs / requirements; o Implementing work plans to address priority needs / requirements. Configuring databases to ensure the data collection and reporting requirements of end-users are met: o Writing and applying stored procedures scripts; o Pulling adhoc reports as and when required; o Updating databases (e.g., adding new fields, quires, etc.) to better meet the needs to endusers. Working in consultation with the Information and Education Technology Group (e.g., Manager; the Lead ETT; Senior Planner, Education and Mobile Devices; Regional Education Technology Coordinators; Education Technology Technicians; other Specialist, Education Technology Database Management) to respond to the information and education technology needs of departmental and regional staff, educators, students, and others as appropriate: o Conducting research to identify appropriate technology, tools, equipment, etc. to address priority needs; o Providing expert input and actively contributing to the design / development of specifications documents informing the procurement of information and education technology tools, equipment, etc.; o Providing expert input and reviewing specifications documents of information and education technology tools, equipment, etc. to ensure they confirm to the requirements of the Department s databases, systems, etc. Leading the deployment of new features, enhancements, etc. to databases: o Contributing to the development (in consultation with the Manager; other Specialist, Education Technology Database Management, other members of the Information and Education Technology Group, vendors, etc.) of Project Plans / Work Plans to facilitate a coordinated approach to deployment activities; o Ensuring deployment / roll-out projects adhere to established best practices (e.g., creation / utilization of test environments, piloting tools / applications, etc.); o Developing test cases / scenarios and functioning as one of the key testers of features, enhancements, etc. prior to deployment; Page 3

4 Describe major responsibilities and target accomplishments expected of the position. List the responsibilities that have the greatest impact on the Organization first and describe them in a way that answers why the duties of the position are being performed. For a supervisory or management position, indicate the subordinate position(s) through which objectives are accomplished. o Developing / overseeing the development of User guidance and in-service training for new features, enhancements, etc.; o Coordinating the deployment of features, enhancements, etc. to ensure minimal impact on Users; o Monitoring databases to ensure ongoing functionality and responsiveness to User needs. Coordinating / managing consultants and contractors: o Contributing to the development and writing of Terms of References; o Participating in the selection of consultants, contractors, vendors; o Working with contractors, consultants, vendors throughout the process of developing, configuring, testing, and deploying information and education technology supports; o Contributing to the development of Service Contracts to meet and be responsive to Nunavut s unique operational environment; o Providing input to inform service and maintenance negotiations with contractors with a view to ensuring the Department s information and education technology tools remain in best working order; o Monitoring / overseeing contract work and providing direction and information as needed; o Reviewing invoices and providing input to the Manager on whether they should be approved. Participating in working groups with the Manager, the Information and Education Technology Group, and (as appropriate) CGS to address operational needs as it relates to the provision of services and supports for which the incumbent is responsible and those larger technical needs facing the Department and its stakeholders; Producing annual and ad hoc reports, Briefing Notes, etc. when requested; Ensuring that any projects managed remain within budget and are completed within allotted time; Informing the Manager of issues that require their attention; Responding to requests for information from the Manager, and others as and when required; Identifying opportunities to enhance service delivery and improve overall efficiency and effectiveness of information and education technology supports provided to the Department, its offices, its schools, educators, staff, students, etc.; Actively participating in committees (e.g., Project Management Boards, etc.) and representing the schools and the Information and Education Technology Group at meetings, seminars, workshops and conferences dealing with matters pertaining to the information and education technology; Performing other duties as required. 5. KNOWLEDGE, SKILLS, AND ABILITIES Describe the level of knowledge, experience, and abilities that are required for satisfactory job performance. Knowledge identifies the acquired information or concepts that relate to a specific discipline. Skills describe acquired measureable behaviours and may cover manual aspects required to do a job. Abilities describe natural talents or developed proficiencies required to do the job. These requirements are in reference to the job, not the incumbent performing the job. The knowledge, skills, and abilities required undertake the responsibilities of this position come from having (at a minimum) a Bachelor s Degree in Computer Science, Information Technology or other related degree and 2 years of experience working in a computer programming capacity or database management. Performance of these duties will occasionally require school visits. As such, the position is considered Page 4

5 Describe the level of knowledge, experience, and abilities that are required for satisfactory job performance. Knowledge identifies the acquired information or concepts that relate to a specific discipline. Skills describe acquired measureable behaviours and may cover manual aspects required to do a job. Abilities describe natural talents or developed proficiencies required to do the job. These requirements are in reference to the job, not the incumbent performing the job. a highly sensitive position and requires both a clean Criminal Record Check as well as Vulnerable Sector Check. In addition to this, the ideal candidate has the following knowledge, skills, and abilities: Ability to provide Tier 1-3 User support; Proven experience developing clear, concise, and informative User guidance, operational policies and procedures, etc.; Ability to work with complex databases and maintaining small to medium servers and networks; Current with the theory and best practices in the area of database and server management; Current with Information Technology (IT) and education technology theory and best practices; Understanding of education technology systems / applications / tools; Strong knowledge of computer software applications, specifically Microsoft Excel, Word, Outlook, Visual Basic, Access, and SQL; Excellent Linux/Unix skills; Familiarity with and ability to navigate / operate in a.net (and others as appropriate) environments; Ability to research, design, and develop information and communication system network architecture; Ability to research, evaluate, and integrate network system and data communication hardware and software; Knowledge of how to optimize the capacity and performance of information and communication system networks, databases, etc.; Well-developed understanding of both MAC and PC platforms and operating systems; Ability to develop / contribute to the development of software specification / design documents; Working knowledge of the Nunavut educational system / operational environment; Familiar with the Education Act and Regulations and applicable legislation, policies, regulations, procedures, directives, etc.; Working knowledge of the Department s philosophy, educational principles, beliefs, and pedagogy; Knowledge and awareness of Inuit Qaujimajatuqangit; Familiar with government decision-making processes; Excellent communication (written, verbal, listening) skills (i.e., capable of communicating in a bilingual / bicultural context, ability to convey complex ideas and information using lay terms); Critical thinker with the ability to: (a) analyze and recommend appropriate actions / strategies, policies, guidelines, directive, procedures; (b) assess and manage complex and potentially sensitive issues; (c) effectively identify and manage risk situations; Skilled project manager capable of managing a program or project budget and balancing multiple competing priorities; Ability to work under tight timelines and meet deadlines; Detailed-oriented, methodical, organized; Excellent research and analytical skills; Demonstrated leadership, team management, and conflict resolution skills; Skilled in the preparation and delivery of training tools, materials and workshops targeted to a range of audiences; Ability to multi-task and work in a fast-paced environment; Ability to work both independently and collaboratively, with initiative and sound judgement; Ability to participate in an informed and sensitive manner as a member of a cross-cultural team; Commitment to excellent customer / client service, proven understanding of the principles of Page 5

6 Describe the level of knowledge, experience, and abilities that are required for satisfactory job performance. Knowledge identifies the acquired information or concepts that relate to a specific discipline. Skills describe acquired measureable behaviours and may cover manual aspects required to do a job. Abilities describe natural talents or developed proficiencies required to do the job. These requirements are in reference to the job, not the incumbent performing the job. excellent customer / client service; Familiar with or capable becoming familiar with and effectively utilizing the Department s computerized systems and software. 6. WORKING CONDITIONS List the unavoidable, externally imposed conditions under which the work must be performed and which create hardship for the incumbent. Express frequency, duration, and intensity of each occurrence in measurable time (e.g., every day, two or three times a week, 5 hours a day). Physical Demands Indicate the nature of physical demands and the frequency and duration of occurrences leading to physical fatigue or physical stress. The incumbent has a heavy workload and may, at certain times of the year, deal with a heightened demand for support where the timeline to deliver on requests are very tight. This may require work on weekends or evenings to ensure tasks are completely on-time. The incumbent will also be exposed to cold temperatures in server rooms. Further to this, there are long periods where the incumbent is seated at a computer focused on small text. The incumbent may also be called upon to lift / transport equipment (servers). These activities can contribute to back and muscle strain. Environmental Conditions Indicate the nature of adverse environmental conditions to which the jobholder is exposed, and the frequency and duration of exposures. Include conditions that increase the risk of accident, ill health, or physical discomfort along with conditions that disrupt regular work schedules and include travel requirements. The incumbent works in a normal office environment where they are exposed to the normal interruptions expected of their position (e.g., unscheduled phone calls, impromptu meetings with team members, etc.). This can be somewhat distracting and pose a challenge to concentration. Further this, this position may be required to travel from time-to-time (for varying lengths/durations) to communities across Nunavut. While on travel, the incumbent will likely be exposed to environmental conditions that are not the same as their home community. Sensory Demands Indicate the nature of demands on the jobholder s senses. These demands can be in the form of making judgements to discern something through touch, smell, sight, hearing, and judgement / accuracy. It may include concentrated levels of attention to details through one or more of the incumbent s senses. The work undertaken by the incumbent requires a great deal of coordination, concentration, efficiency and accuracy. As such, he / she will spend prolonged and intense periods of time focusing and concentrating on: database specifications, administration and changes to enhance User experience. Further, it is likely that the incumbent will be required to manage several projects at any given time whilst still meeting critical deadlines. The combination of these demands may all contribute to stress. Page 6

7 Mental Demands Indicate conditions within the job that may lead to mental or emotional fatigue that would increase the risk of such things as tension or anxiety. The work performed by the incumbent demands a great deal of focus and planning. Administration of databases calls for application of technical knowhow and compliance requirements. It also calls for knowledge enhancement and keeping up to date with industry. The data captured in the Department s databases are critical to the operation of the Department and of vital importance to the success of students. This, along with the fact that the incumbent (at any given time) will be managing several critical tasks (e.g., responding to requests for support, drafting specifications documents, etc.) can contribute to mental stress. 7. CERTIFICATION Employee Signature Supervisor Title Printed Name Supervisor Signature Date I certify that I have read and understand the responsibilities assigned to this position. Date I certify that this job description is an accurate description of the responsibilities assigned to the position. Deputy Head Signature Date I approve the delegation of the responsibilities outlined herein within the context of the attached organizational structure. 8. ORGANIZATION CHART Please attach Organizational Chart indicating incumbent s position, peer positions, subordinate positions (if any) and supervisor position. The above statements are intended to describe the general nature and level of work being performed by the incumbent of this job. They are not intended to be an exhaustive list of all responsibilities and activities required of this position. Page 7