ECAP Schedule Specialist

Position Title:

Compensation:

Department:

Start Date:

About this opportunity:

Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.

What you'll do and what you'll bring:

Position Function:

This position plays a key role in supporting the academic and administrative operations of the college. The ECAP Schedule Specialist is responsible for maintaining accurate class schedule and faculty workload data in Banner and serves as the primary point of contact for scheduling and workload-related inquiries. Working closely with academic departments, Academic Systems, and college leadership, this role helps identify and resolve scheduling issues to ensure efficient and accurate course scheduling each semester.

This position also creates a welcoming and professional environment in the Dean's Office by greeting visitors, managing incoming phone calls, and directing inquiries to appropriate personnel. In addition, the role provides administrative support to the Director of Budget and Resource Planning to assist with the coordination of college operations.

Duties & Responsibilities:

1. Monitor, troubleshoot, and manage departmental and college course input into Banner. Work directly with department chairpersons in compiling class schedules and faculty workload information each semester for review and approval by the Dean's Office; Build and assign college course load in Banner. Coordination, enter, and maintain data in FLAC, including entering instructional, non-instructional, and overload assignments into university systems. Serve as the primary point of contact for issues related to course scheduling and faculty load.

2. Assist in developing and maintaining data integrity standards for class scheduling and faculty workload information in collaboration with Academic Systems. Specifically, create, maintain, and update relevant database systems and generate administrative reports, spreadsheets and lists of classes; update and disseminate training documentation for course creation.

3. Serve as the initial point of contact for the Dean's Office by greeting visitors, answering phone calls, and directing inquiries to appropriate college personnel while maintaining a welcoming and organized office environment. Sort and distribute college mail and compose email correspondence as needed.

4. Manage college room reservations and coordinate semester room schedules to support instructional and college activities. Review schedule requests to ensure compliance with campus policies and procedures, working with departments to resolve scheduling conflicts when necessary.

5. Provide administrative support to the Director of Budget and Resource Planning. Responsibilities may include, but are not limited to, entering travel authorizations related to field trip week or field studies, processing vendor payments and personnel reimbursements, and assisting with preparation and management of field trip documentation.

6. Provide support to Series 25 classroom space allocation and utilization software.

7. Support college and department initiatives to analyze and plan term-by-term course offerings to maximize schedule effectiveness.

8. Perform other related duties as assigned.

9. Maintain regular and predictable attendance.

Minimum Qualifications:

• Associate's degree or an equivalent combination of education and relevant experience.

• One year of experience in office administration, administrative support, or a related field.

Preferred Qualifications:

• Bachelor's degree.

• Some experience using Banner and R25; familiarity with Degree Works; familiarity with academic procedures and college calendars; strong communication skills; ability to work independently as well as collaboratively.

How to apply:

For inquiries regarding this vacancy, please contact Andrea Swartz: aswartz@bsu.edu

The following documents are required in this application:

1. Cover letter (optional but recommended)

2. Resume (Do not use the Autofill resume feature)

Applications must be received before 12:01AM on May 6, 2026.

Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.

What we offer:

At Ball State University, we understand the importance of balancing professional responsibilities with personal well-being. That's why we offer paid 10 to 24 vacation days, 12 sick days, and 10 holidays a year. Plus, our paid parental leave (6 weeks) is there for life's most significant moments. We offer affordable health and dental insurance, robust long-term disability and life insurance plans, as well a range of retirement benefits to provide financial security to you and your family. These benefits ensure that you can focus on your work and personal growth without worrying about the unexpected.

When you work for us, you are family. And to show our support of your family, we will cover 90 percent of your child's (or children's) undergraduate college tuition at Ball State. We do the same for you. In fact, we'll cover 100 percent of the tuition costs for you to earn your undergraduate degree and 80 percent of your graduate tuition. This offer is good from the very first day you start. It's just one way we do our part to uplift you.

Let's fly together toward a secure and prosperous tomorrow.

Curious about our excellent benefits package?

We have developed a calculator that show you the value of our core benefits. Select the Total Compensation Calculator - Staff (Exempt) and download our calculator spreadsheet.