Scheduler & Academic Systems Specialist (FT)

JOB DUTIES

• Serves as the College's official academic scheduler for programs, events, and facility use, coordinating with the James Kerney Campus Manager to ensure consistency and efficient space utilization across campuses.
• Manages campus space assignments, including offices and instructional locations, in coordination with Department Heads, Division Deans, and institutional leadership.
• Serves as functional systems administrator for Academic Affairs technologies (e.g., Coursedog, CRM Advise, Brightly, Tutor.com, Career Coach), overseeing implementation, configuration, training, updates, and ongoing system optimization.
• Conduct audits of building and classroom utilization to assess operational needs and recommend improvements.
• Maintain detailed documentation of system configurations, policies, workflows, and troubleshooting procedures.
• Collaborates with the Registrar's Office to ensure the Student Information System (SIS) aligns with academic policies, curriculum standards, and term structures.
• Supports end-of-term processing, course rollovers, and maintenance of catalog and curriculum data to ensure accuracy and compliance.
• Ensures departmental compliance with FERPA and accessibility standards.
• Conduct data collection, analysis, and assessment of Academic Affairs systems, collaborating with relevant stakeholders to evaluate system effectiveness and inform operational improvements.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Lead and support the training, implementation, and data management of Academic Affairs software and systems.
• Monitor system performance, troubleshoot technical and functional issues, and coordinate timely resolutions to ensure system integrity and data availability.
• Support the creation, scheduling, and maintenance of academic terms, course sections, and catalog data within institutional systems.
• Stay current with emerging technologies and best practices in academic systems administration and higher education data management.
• Utilize data analytics to inform Academic Operations and College Scheduling processes and provide recommendations to the Assistant Director of Academic Operations.
• Provide technical and operational support to students and faculty, offering solutions based on data, system functionality, and best practices.
• Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

• Supervises part-time staff and work study.

WORKING CONDITIONS

While performing the duties of this job, the employee is regularly required to use vision and talk or hear.

ADA AND OTHER REQUIREMENTS

Positions in this class typically require the ability to use a key board, hearing, seeing and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

KNOWLEDGE, SKILLS & ABILITIES

• Must know how to manage competing priorities in a fast-paced environment
• Working knowledge of higher education and the needs of diverse populations of students
• Mastery of M.S. Word suite (excel, word, PowerPoint etc..) and ability to learn and apply the use of technology
• Knowledge of research, trends and best practices for Academic Operations, Academic Systems, Academic Scheduling, Assessment, and Data Collection
• Understand the use of data, goal setting and efficiency
• Candidates must have strong analytical and problem-solving skills
• Excellent interpersonal, verbal and written
• Ability to effectively communicate with a wide range of individuals
• Ability to review information needed to manage an organization or ongoing activities within it.
• Ability to write reports, business correspondence, and procedure manuals.

REQUIRED QUALIFICATIONS

• Bachelor's degree from an accredited institution in Higher Education Administration, Information Systems, Business Administration, Public Administration, or a related field.
• Demonstrated experience working with academic systems and institutional data platforms (e.g., SIS, scheduling systems, CRM tools, or related technologies).
• Three to five (3-5) years of experience working within a college or university environment, preferably in IT, Enrollment Services, Registrar's Office, or Academic Affairs.
• Experience collaborating with faculty and academic leadership in a higher education setting.
• Demonstrated ability to manage multiple priorities in a fast-paced, deadline-driven environment.
• Experience collaborating with diverse stakeholder groups, including students, faculty, staff, executive leadership, and external vendors.
• Has a valid driver's license and access to transportation.
• Mastery of M.S. Word suite (excel, word, PowerPoint etc.) demonstrated ability to quickly learn and apply new technologies.

• Master's Degree from an accredited institution in a related field.
• Bilingual (Spanish/English) proficiency.
• Five to ten (5-10) years of experience in a community college setting.
• Has demonstrated a track record of systems management and administration