"Course and Room Specialist"

Position Overview

More than perhaps any other factor, the degree to which a university attracts and retains qualified students determines the success or failure of that institution. The Enrollment Management division is a key player in this activity and has a profound effect on the institution's success. Enrollment Management (EM) includes the following functional units: Office of Undergraduate Admissions, Graduate Enrollment Management, Financial Aid and Scholarships, Office of the University Registrar, Student Lifecycle Technology, Enrollment Marketing Communications, and Enrollment Management Services. The division is committed to developing a data-informed, forward-looking, comprehensive enrollment strategy that enables the institution to pursue strategic goals in an integrated and intentional manner.

The Office of the University Registrar (OUR) reports to the Vice Provost for Enrollment Management and is responsible for the academic catalog and course scheduling, room reservations, student enrollment, tuition and fee assessment, residency for tuition purposes, NCAA compliance and maintenance of the academic record including the official academic transcript and graduation. OUR is responsible for maintaining compliance of federal and state laws, institutional policies, NCAA, and the Veterans Administration. Additional OUR provides compliance and tracking for FERPA reporting.

Strategic course scheduling is essential to student success and timely degree completion. At KU, the process plays a critical role in meeting institutional goals by ensuring efficient use of space and aligning course offerings with student needs. The Course and Room Specialist position utilizes policies, procedures, and processes at the University to assist the academic units in optimally scheduling courses to support student progress towards graduation. This position guides the room and course scheduling and event reservations processes. This position has some latitude in decision making and generally operates with indirect supervision representing the office to the campus community. Accuracy is highly important as incorrect scheduling of courses can have a catastrophic effect on the success of students and academic units.

In addition to a competitive salary, KU offers great benefits to employees with up to 176 hours of paid vacation per year, 96 hours of sick leave earned per year, 9 paid holidays plus one discretionary day, a great retirement program, medical and dental insurance, life and disability insurance, other benefit plan options and state of Kansas discounts offered by various vendors. KU also offers educational opportunities for employees.

Job Description

70% Room and Course Scheduling:

• Provide proactive and quality customer service while guiding campus and external partners through the course and room scheduling process.
• Guide academic units in aligning course schedules with university policies to support timely graduation and maximize classroom usage.
• Manage scheduling of courses, exams, and events in centrally scheduled spaces using the student information system and 25Live Pro.
• Resolve room or time conflicts by coordinating with academic and administrative partners to identify suitable alternatives.
• Ensure course scheduling adheres to university meeting patterns and academic calendar standards.
• Monitor and maintain accuracy of Schedule of Classes through regular reporting and collaboration with scheduling officers.
• Store and manage scheduling documentation using ImageNow according to defined protocols.
• Serve as a subject matter expert on room and event reservation policies and processes.

10% Training Responsibilities

• Train departmental scheduling officers on PeopleSoft Campus Solutions functionalities.
• Provide guidance to faculty and staff on using 25Live Pro for classroom and event scheduling.
• Support campus users in locating and interpreting policies related to scheduling and space reservations.
• Represent the Office of the University Registrar by providing general information during trainings and orientations.

10% Area Support

• Develop and maintain documentation and training materials to support cross-training and continuity of operations.

10% Other Duties as Assigned

• Complete special projects and assignments as requested by leadership.
• Participate in professional development and departmental meetings.

Required Qualifications

1. High School diploma or completion of G.E.D. equivalency.
2. Minimum of two years full-time office experience or two years of post-secondary education.
3. Demonstrated effective writing and critical thinking skills, as evidenced by application materials.
4. Minimum of one-year full-time experience with data entry.

Preferred Qualifications

1. Knowledge of Universities rules, regulations, policies and procedures, as evidenced in application materials.
2. One year of experience in a Registrar's Office.
3. One year experience with data entry in a student information system with a preference for PeopleSoft/Campus Solutions.
4. Experience using 25Live Pro Room Scheduling software, as evidenced in application materials.
5. At least one year of experience demonstrating the ability to:
   • Exercise independent judgment in evaluating situations and making decisions.
   • Interpret and apply rules, regulations, and policies.
   • Build and maintain effective working relationships with colleagues and stakeholders

Contact Information to Applicants

Casey Wallace
caseywallace@ku.edu

Additional Candidate Instruction

In addition to the online application, the following documents are required to be considered for this position:

• Cover letter describing how you meet the required and preferred qualifications.
• Resume
• List of three (3) professional references

Only complete applications will be considered. Application review begins 9/29/2025. and will continue until a qualified pool of applicants are identified.