Student Services & Curriculum Coordinator, Aerospace

Job Summary

The Ann & H.J. Smead Department of Aerospace Engineering Sciences at CU Boulder welcomes applications for a Student Services & Curriculum Coordinator! This position will support the mission of Ann & H.J. Smead Department of Aerospace Engineering Sciences in the College of Engineering and Applied Science by helping develop and apply strategies and processes to assist in the execution of the undergraduate and graduate curriculum and to provide enrollment support to students, academic advisors, and faculty. This position has responsibility for all aspects related to course scheduling and course catalog updates for the program. This includes scheduling courses, assigning rooms, managing enrollments, course proposals and revisions, and working regularly with department leadership and committees. This position will assist the advisors when students need help with enrollment issues, will assist faculty with reserving space for all course needs, and work in collaboration with the Academic Program Manager to ensure the integrated, department-wide course and classroom schedules are accurate and updated in a timely manner.

What Your Key Responsibilities Will Be

Course Scheduling:

• Reviews and cleans up rollover courses in the University System to build and manage the course schedule for fall and spring terms. Processes and coordinates feedback from the Associate Chair(s), Curriculum Group Leads, advisors, and individual faculty while mitigating potential issues.
• Addresses course scheduling change requests throughout the year. These requests can include additions, cancellations, time changes, room changes, and faculty changes.
• Responsible for completing and submitting all course scheduling forms, such as large room and special room requests, as well as common final exam details to Academic Scheduling by the prescribed timelines.
• Secures instructional space in the Aerospace building as part of the academic rooming process. Consults with Academic Scheduling regarding main campus room assignments and works with other offices across campus to secure instructional spaces as needed.
• Manages wait lists and reserves capacity lists when appropriate, including but not limited to, reshuffling of wait lists and maintaining artificial caps on classes.
• Manages enrollments in course sections, making any necessary adjustments and keeping the Academic Program Manager informed. This may include but is not limited to, adding/canceling sections, moving class locations, and increasing caps. Students are notified of changes when they affect a student's course schedule, and the changes are documented on the shared course schedule(s).
• Maintains shared course schedule and curriculum information via documents and spreadsheets in SharePoint which are accessed by faculty, instructors, staff, and chairs in the department. Determines which available rooms are suitable for the needs of course-related specific requests. Works directly and communicates with faculty and the associate chairs to determine class times and requests.
• Participates in Operations and Curriculum Committee meetings, course schedulers meetings, campus course scheduling and Registrar town halls meetings.
• Adds faculty, instructors, and teaching assistants to courses in CLSS as appropriate. Works with the Registrar's Office to provision individuals for teaching appointments in CLSS.

Enrollment and Student Services:

• Manages course enrollment requests from students via the department web forms. Ensures the enrollment requests are promptly logged, appropriately processed, and students are communicated with until completion of the request. Captures data for assessment of process improvements and provides to Academic Program Manager at the competition of every semester.
• Performs the PERC report review process for all undergraduate courses to ensure students have met all the required pre/co-requisites and works closely with the undergraduate advisors to determine the appropriate steps for addressing each student's case. This may include dropping the student and/or follow-up communications.
• Manages WebExpress forms (or appropriate tool) related to student enrollment.
• Co-manages shared curriculum email account in Outlook and uses tools within the platform to organize communications which are consistent for all users who access the shared account.
• Communicates with students when schedule changes are made in courses after registration opens in CU-SIS, this may include offering alternative scheduling options when appropriate. Advisors will still be responsible for communicating to students regarding all other potential changes to student schedules.
• Troubleshoots enrollment issues raised by students and advisors and works with Academic Program Manager to determine the best resolution.

Curriculum and Room Reservation Administration:

• Manages EMS software and updates for department spaces. Modifies templates each semester to align with Academic Scheduling timelines. Creates new templates and makes adjustments to the templates under the direction of Manager of Operations and the Academic Program Manager.
• Maintains the Grouper lists for EMS to ensure appropriate access is given to persons located in or associated with the Aerospace building. Troubleshoots access and template issues, when necessary.
• Helps maintain operations manual for the EMS processes specific to the department.
• Supports Academic Program Manager in facilitating the annual course inventory review and documenting potential changes in the course update tracking spreadsheet throughout the year for proper entry into CIM.
• Makes necessary updates in CU-SIS to facilitate appropriate FCQ surveys for courses.
• Provides input and supports updating and maintaining the Aerospace curriculum operations manual.

Other:

• Serves as the back-up for AES Curriculum Team.
• Assists with department events such as graduation, projects symposium, and other events, as well as special projects, under the guidance of endorsement by Academic Program Manager.
• Participates in professional development activities and serves on unit, college, or campus committees as applicable.
• Stays apprised and current on relevant University and State of Colorado policies and procedures.