Academic Scheduling Specialist

About the role

The Academic Scheduling Specialist is responsible for supporting the University’s quarterly course schedules, faculty, campuses, and central service departments in multiple areas to help ensure compliance and effective resource management in Academic Affairs. Minimum expectations for all Academic Scheduling Specialists include focus on the following areas:

• Faculty workload management/faculty scheduling
• Administration of Faculty Management Database

Responsibilities

• Faculty Workload Management/Faculty Scheduling
  • Manage and administer the online teaching schedule for each quarter, including forecasting sections, assigning sections to full-time and part-time faculty, tracking daily enrollments for schedule adjustments, and tracking section size prior to start and through add/drop.
  • Manage full-time and part-time faculty workload to ensure workload requirements are followed and properly entered in the Faculty Management database.
  • Partner with Nursing Deans/Academic Program Directors to schedule all full-time and part-time faculty each quarter for the University’s residential schedule by assigning sections to faculty.
  • Assess new adjunct hiring needs for each quarter and report hiring needs to the Corporate Recruiting team.
  • Assist in managing the Course Approval process for assigned faculty through the Faculty Management database.
  • Assist with faculty workload reports as needed.
  • Assist with processing adjunct faculty contracts and payroll as needed.
  • Assist in scheduling Subject Matter Experts for course/curriculum development.
• Administration of Faculty Management Database
  • Serve as point of contact for Academic Leaders with all Faculty Management Database requests and questions.
  • Assist in workflow for faculty work unit edits ensuring accuracy and compliance with workload requirements.
  • Create and export reports from the database for Academic Leadership as needed.
  • Create and export reports from the database for faculty scheduling and faculty credentialing to ensure workload and credentialing requirements are being properly followed.
  • Manage multiple Microsoft Excel data files and serve as support for those files where errors/issues arise.
  • Prepare data upload files in Microsoft Excel for mass data entry into the database (e.g., Residential schedule uploads).
  • Assist with uploading faculty records (transcripts/HR forms) when needed.

Reporting Relationships

The Academic Scheduling Specialist reports to the Manager, Academic Operations under the supervision of the Director, Academic Scheduling & Operations in the Department of Scheduling.

Position Requirements

• Minimum of 5–7 years of professional experience
• Experience preferred in one of the following areas: Scheduling, Academic Operations, Faculty Support, Student Advising, Higher Education
• Technical experience required in the following areas: Microsoft Excel, databases, tools requiring data merging/manipulation
• Demonstrated experience with the following tools preferred: SalesForce, CampusVue or other databases
• Self-motivated, flexible, and able to work in a team environment with minimal supervision
• Strong interpersonal skills to interact with faculty, Campus leadership, and central service personnel
• Excellent written communication and strong verbal communication skills in the English language