Academic Scheduling Coordinator

About the role

This position develops and coordinates central academic scheduling processes to build the Class Schedule and Final Exam Schedule for the Twin Cities campus. It includes serving as the primary point of contact for academic class and final exam room scheduling; process management; coordinating workflow for room change requests; and processing class data queries and updates. It also involves providing academic scheduling support to University departmental staff by responding to problems and requests from users.

Responsibilities

• Serves as the primary point of contact for academic class and final exam room scheduling.
• Processes room change requests and resolves room scheduling problems through standard procedures, research, and creative problem-solving.
• Provides academic scheduling support to University departmental staff by responding to problems and requests from users.
• Troubleshoots for staff using 25Live and CCS Schedule of Classes and maintains internal process documentation and external user guides.
• Works with end users to ensure best practices for data maintenance and compliance are understood.
• Provides top-notch customer support, responds in a helpful and courteous manner, demonstrates good listening and comprehension skills, and makes decisions with good judgment.
• Manages multiple priorities in a fast-paced, high-volume environment with consistent accuracy.
• Manages and schedules general purpose classrooms to maximize room utilization.
• Alerts management to data patterns of concern and recommends topics for ongoing training and staff development.
• Makes recommendations for business process improvements and assists in creating change implementation plans as needed to ensure quality service delivery.
• Supports classroom events scheduling by serving as the secondary point of contact and liaison with University partners on a broad range of meeting and event scheduling inquiries.
• Schedules non-academic room reservations in general purpose learning spaces and collects all necessary documents, including Use Agreements, proof of insurance, fee analysis, etc., in accordance with the academic cycle and ensures compliance with University and department policies.
• Accurately explains and enforces learning space reservation policies to a broad range of partners and customers while providing top-notch customer service.

Qualifications

• Bachelor’s degree or a combination of education and related experience totaling at least four years.
• Proven organizational and customer service skills.
• Strong attention to detail and accuracy.
• Effective written communication skills.
• Self-starter with a proactive approach to learning and service improvement.
• Interest in and commitment to continuous process improvement.

Preferred Qualifications

• Experience in higher education room scheduling software (e.g., Astra or 25Live) and PeopleSoft.
• Skilled in establishing priorities and handling multiple projects simultaneously while maintaining high accuracy.
• Ability to manage multiple priorities in a fast-paced, high-volume environment with consistent accuracy.
• Familiarity with university academic systems, operations, policies, and procedures.