Scheduler

Located in the San Francisco Bay Area, Crystal Springs Uplands School is a 6-12 co-educational, independent day school located on two distinct campuses in Hillsborough and Belmont, CA with 135 employees. Our deeply connected culture and community celebrates scholarship, strives for balance, and fosters inclusion. The Professional Adult Community (PAC) is an experienced, collaborative group of employees who are committed to the mission and core values of the school. Crystal is full of kind, curious learners (adults and students alike) who are passionate about the school’s mission of transformative teaching and meaningful connections. We are committed to the work required to create more equitable systems and foster inclusive environments so that all members of our community can thrive together.

MISSION STATEMENT

Through transformative teaching and meaningful connections, we empower kind, curious learners to thrive together.

CORE VALUES

• We Celebrate Scholarship - The foundation of Crystal is academic excellence.
• We Seek Growth Challenges - Our culture says try it.
• We Foster Kindness & Inclusion - Crystal is a caring and diverse community.
• We Strive for Balance - A holistic approach to well-being is integral to our mission.
• We Engage with Enthusiasm - With unbounded spirit, we give our best effort every day and pay it forward to our community.
• We Lead with Humility - Being grateful and open-minded, we pursue lifelong learning.

The ideal candidate will have experience working in dynamic settings serving multiple constituents. A successful candidate in this position will:

• Share a commitment to upholding Crystal’s core values and working in an inclusive school environment
• Work collaboratively with colleagues and engage effectively with all constituents
• Bring robust organizational, technological, and communication skills

JOB SUMMARY

Crystal seeks a 6-12 Academic Scheduler at a 0.5 FTE. The Academic Scheduler is responsible for managing the entire course scheduling process for the Middle and Upper School. This includes the creation and publication of the 6-12 course catalog, managing the student course selection and request process, and building the complete master schedules for both the US and MS campuses. This role serves as the primary point of contact for all scheduling-related communications and collaborates closely with school leadership, Department Chairs, and the Chief Information Officer to ensure a smooth and accurate scheduling process. The Academic Scheduler reports directly to the Chief Information Officer (CIO).

Key Job Competencies

• Problem-Solving & Critical Thinking: Enjoys complex puzzles and demonstrates creativity in finding effective solutions to intricate scheduling challenges, conflicts, and competing priorities.
• Organization & Project Management: Demonstrates a high level of organization, with the ability to manage complex systems, track many moving parts, and handle simultaneous details effectively.
• Accuracy & Detail-Orientation: Ensures high-quality, accurate results by noticing small errors before they become larger issues; works quickly and efficiently without sacrificing precision.
• Technical Literacy: Is tech-literate, demonstrating comfort and skill with student information systems (specifically MyCrystal) and Google Suite.
• Communication: Articulates thoughts and ideas clearly, professionally, and effectively; demonstrates strong listening skills and is responsive in a timely manner with all stakeholders, including students, parents, and PAC.
• Collaboration & Relationship Management: Builds trusting relationships by being collaborative, approachable, and able to balance requests from multiple stakeholders; maintains privacy and discretion in sensitive conversations.
• Resilience & Composure: Demonstrates emotional intelligence by remaining calm under pressure, with the ability to calmly juggle last-minute changes and conflicts.
• Detail & Recall: Possesses a strong memory and ability to recall key details, retrieving them efficiently over long periods to inform complex scheduling processes.
• Cultural Competence: Possesses and applies the skills, values, and principles that acknowledge, respect, contribute, and work effectively across cultural differences. Recognizes the unique value, perspectives, strengths, and challenges of every person who comes to the Crystal community.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Manage course catalog and offerings
• Collaborate with Middle School (MS) and Upper School (US) Division and Department leadership (DTLs, CCO, Department Chairs) to establish the annual process and timeline for updating the 6-12 course catalog.
• Ensure alignment between MS and US departments regarding course language, prerequisites, and the MS-to-US academic pipeline.
• Own the process of updating all course offerings in MyCrystal, in partnership with the CIO, Registrar, and academic leadership.
• Publish the finalized course catalog and ensure it is available to students and families by the designated deadline.
• Determine and manage the end-to-end course selection process, defining the roles and responsibilities for advisors, Department Chairs, school leadership (Division Heads, CCO), and the Scheduler.
• Serve as the primary point of contact for all course selection questions and communications from students, families, and the Professional Adult Community (PAC).
• Provide educational opportunities and context to Department Chairs and advisors to support the student selection process.
• Collaborate with school leadership (HoUS, DoCC) on content for parent/guardian informational Zooms and student kick-off assemblies.
• Run regular reports in MyCrystal to monitor student progress and communicate with students and advisors to ensure completion of course requests by the deadline.
• Manage all student course requests, including sending them to Department Chairs for approval, vetting changes, and managing special applications (e.g., sixth course).
• Host and manage multi-day course selection review sessions with school leadership. Take responsibility for providing all necessary reports, noting unapproved requests, and managing follow-up communications.
• Develop and oversee the course selection process for newly admitted and late-enrolled students in collaboration with Admissions and academic departments.
• Construct the complete MS and US master schedules.
• Gather all staffing changes and special faculty schedule requests (e.g., cross-campus assignments, part-time arrangements) from school leadership (HoS, HOUS, HoMS) before starting the build process.
• Build the schedule by balancing a complex set of ranked priorities, including cross-campus faculty needs, approved faculty requests, grade-level requirements (prioritizing seniors), class size, and specific room needs (e.g., seminar tables, lab equipment).
• Manually adjust each individual student's schedule within MyCrystal to resolve conflicts and meet scheduling parameters.
• Provide regular enrollment data and course numbers to school leadership throughout the spring to inform faculty FTE and staffing decisions.
• Work with Program Managers (PMs) to create and update key documents for PAC, including room assignments and daily schedule grids.
• Coordinate with the CIO to make final schedules "live" and viewable for students and PAC in MyCrystal at the appropriate time.
• Provide final class rosters to the bookstore purchaser.
• Manage schedule changes and ongoing maintenance, including adjusting US student athletes’ schedules (activity class, free periods, and study halls)
• Create and monitor the add/drop form and process from August through mid-September (first semester) and again in January (second semester), securing approval from Department Chairs and HoUS for all requests.
• Be present and available during PAC week and the first weeks of school to manage and fix any outstanding scheduling issues.

Travel Required

• Light travel between the MS and US campuses

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Required education and experience

• Associate’s degree or equivalent work experience

Preferred education and experience

• Familiarity with Blackbaud scheduling (LMS & SIS)
• Experience working with students
• Independent School Experience

Physical demands and work environment

• Able to lift up to 20 pounds
• Able to climb stairs
• Able to work at a computer

Affirmative Action/EEO Statement

Crystal Springs Uplands School provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, marital status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Salary and Benefits

This is a .5 FTE (20 hours/week), benefits-eligible, 12-month administrative staff position, and the annual salary is commensurate with experience within the range of $35,000 - $40,000.

The recruitment period will remain open until sufficient resumes have been received and may close at any time a sufficient pool of highly qualified candidates has been established.