"Academic Scheduling Coordinator"

Under general supervision, oversees the development and creation of each semester's schedule of classes. Performs complex analysis and reporting functions with district-wide effect on FTE projection and forecasting. Provides systems training and support to other district personnel as well as training on all aspects of course scheduling and data analysis. Performs project planning, development, implementation and control. Implement and oversee the academic scheduling function (e.g. course fit patterns, advance registration, block scheduling, course changes, new courses, schedule production, and academic calendar). Provides subject matter expertise to all schedule entry system department users and interfaces with most college departments at multiple levels. This position provides consultative support and training to schedule entry system users to enhance the accuracy of the class schedule. Acts as the liaison with the Information Technology department for upgrade testing rollout support and system problem resolution. Provides final schedule review for accuracy and efficiency before publication and registration.

Ideal Candidate:

The ideal candidate is a detail-oriented and highly organized professional with significant experience in academic scheduling and curriculum coordination in a higher education setting. They possess a thorough understanding of state and federal compliance requirements, including FTES calculations and apportionment reporting. This individual has demonstrated success managing course scheduling processes, utilizing systems such as Banner, coordinating instructional space, and improving efficiency through data analysis and process automation. They are adept at collaborating with faculty, deans, and administrative assistants to align scheduling with institutional goals and student needs. Strong leadership, analytical, and communication skills are essential, as the candidate will serve as a primary resource for scheduling policy, training, and reporting. They bring a strategic mindset and a commitment to accuracy, compliance, and student success through effective schedule planning and enrollment management.

The following duties are typical of those performed by employees in this job title; however, employees may perform other related duties, and not all duties listed are necessarily performed by each employee in the job title.

• Oversee and coordinate the instructional scheduling for the college with all academic divisions; implement program policies and directives according to District, federal or state guidelines and regulations.
• Independently organize and perform complex technical data management duties in the information database (i.e. Banner); create and maintain course, section, faculty, and space inventory files for online registration, for required enrollment management and reporting functions, and for audits.
• Directly and independently work with division schedule coordinators in the development and modification of course and section scheduling resources and accommodations.
• Act as primary point of contact and liaison with division schedule coordinators on a range of complex scheduling, operational and administrative issues related to academic course offerings and certain types of special events.
• Assign courses to classrooms as directed by Supervisor.
• Assists in project planning, development, implementation and control to ensure efficiency in meeting the needs of the district.
• Establishes and implements workflow patterns and operating standards to accommodate division course/section scheduling requirements and requests.
• Coordinates data entry and proofs schedules in automated scheduling and/or registration systems.
• Serve as the lead resource in monitoring and ensuring correct attendance accounting methods and courses are set up for proper apportionment calculations as well as other data, research, special projects and schedules.
• Develop, oversee and coordinate catalogs and class schedules affecting college instruction.
• Train division schedule coordinators, deans, and others in the development and production of the academic schedule of classes for the district; provide training in the proper operation of the scheduling software system.
• Prepare and coordinate the schedule timeline for completion and publication of the online schedule of classes; work closely with the college webmaster on the development and maintenance of the college curriculum management system and upload of online schedules; check schedule for accuracy.
• Work in conjunction with the Curriculum, Admissions and Records, and other District offices that support student class registration in accomplishing scheduling related tasks; work with campus payroll personnel to ensure accurate course input that affects faculty pay; ensure loads for all faculty assignments are accurate.
• Collaborate with Information Technology in the development of process mapping, participation in user testing, and analysis of problems encountered during testing phases; make recommendations to system functionality objectives and improvements as related to the scheduling functions; prepare and maintain documentation for scheduling processes.
• Evaluate course needs based on student educational plans and identify gaps in course offerings in the schedule; evaluate available time/space for optimizing course offerings and areas where the schedule impacts student progress.
• Administer the program budget; determine and monitor program expenditures.
• Operate a computer utilizing specialized and functional-related software and a variety of office equipment.
• Communicate scheduling data to administration, staff, and/or faculty as directed.
• Perform related duties as assigned.