Assistant Coordinator University Scheduling & Curriculum Management - Registrar's Office

Assistant Coordinator, University Scheduling and Curriculum Management

Performs specialized and complex technical work in university scheduling, space utilization, and curriculum management. Responsible for the use of student information systems in coordinating scheduling activities. Uses initiative and independent judgment in the assignment of University space and maintenance of curriculum records in the student information system based on general guidelines and policies. In the absence of the manager, assumes broader scope of responsibilities for the day-to-day operations and decisions regarding classroom schedules. Work is performed under supervision, and performance is evaluated based on the completion of assignments and the results obtained. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies & Procedures.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Coordinator, University Scheduling and Curriculum Management

Supervises: May supervise Student Assistants, temporary, and clerical employees

ESSENTIAL DUTIES - May include, but not limited to the following:

• Assists in the preparation of the schedule of classes for publishing.

• Makes appropriate classroom assignments for organized courses and events.

• Maintains current and accurate class schedule data.

• Coordinates the use of university facilities by on-campus groups.

• Works with appropriate University offices, including Conference Services, to assist with scheduling of off-campus groups and non-academic use of university facilities.

• Ensures cross-functionality of technical solutions applied in scheduling workflow activity between super users and general users.

• Assists with data preparation for software implementation and new releases.

• Maintains knowledge and understanding of Facilities Inventory Classification procedures.

• Collaborates with other units and campuses to coordinate scheduling services.

• Collaborates with super users and user groups to plan and deliver maximum and efficient access to space.

• Coordinates Facilities Management services for academic buildings.

• Provides information to university offices regarding scheduled facility use.

• Coordinates with Public Safety to ensure the safety of classrooms and academic buildings.

• Responds with alternate space assignments when planned or unplanned situations impact scheduled rooms.

• Monitors and responds to University Scheduling correspondence.

• Assists with maintaining current and accurate space profile information, including room features, characteristics, seating capacity, etc., for all campuses.

• Serves as a liaison between clients and other service components.

• Performs file and document management.

• Responds to emergency or on-call situations in a timely manner.

• Maintains curriculum records in the student information system.

• Implements curriculum entry additions, deletions, and modifications as directed by the Executive Vice Provost.

• Provides University or community-related service that may directly or indirectly impact institutional goals or initiatives.

• Performs other duties as requested.

Bachelor's degree preferred. Additional technical short courses and seminars relating to automated scheduling processes and scheduling software application tools. Job-related experience may be substituted for education on a year-for-year basis.

Three years of progressively responsible academic administrative experience. Additional experience may substitute for required education on a year-for-year basis. Expertise with spreadsheet and project management tools is helpful. Previous customer service, event planning and management, or scheduling experience preferred.

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.

All employees share the responsibility of maintaining information security and privacy requirements within the university by adhering to Federal and State regulations, and TWU Policies & Procedures.

KNOWLEDGE, SKILLS, AND ABILITIES - The following are essential:

• Ability to work effectively with a variety of groups.

• Knowledge of the roles of various academic offices' business functions that have a direct impact on University Scheduling functions.

• Knowledge of classroom scheduling practices.

• Ability to learn new technology applications.

• Advanced skills in the use of scheduling and curriculum management technology applications to ensure high-quality technical support for end users.

• Ability to effectively use spreadsheet and word processing applications, including mail merge functions.

• Ability to manage large quantities of correspondence.

• Ability to integrate resources, policies, and information for the determination of procedures, solutions, and other outcomes.

• Ability to handle multiple and simultaneous tasks.

• Ability to organize work effectively with an understanding of organizational policies and activities.

• Ability to establish and maintain effective work relationships with students, faculty, staff, and the public.

• Ability to effectively deliver presentations.

• Ability to communicate effectively - orally, by phone, in person, and in writing.

• Ability to respond and take action quickly.

• Ability to deal well with ambiguity and fast-paced change.

• Knowledge of the application of modern computing, multimedia, networking, and communication systems in an educational setting.

• Ability to deliver a positive customer service experience.

• Ability to work a flexible schedule, including some nights, weekends, and holidays.

• Ability to use a personal computer and other office equipment, including university-related software and email.

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.