Scheduling Coordinator

Title:

Scheduling Coordinator

Department:

Registrar

Reports To:

University Registrar

Position Type:

Staff

Position Summary:

The Scheduling Coordinator reports to and works closely with the Associate Director for Scheduling. The position helps develop and create the schedule of classes offered during each academic term.

The Scheduling Coordinator works closely with the Associate Director to assist in the scheduling process through compiling and maintaining the scheduling database, producing final exam schedules, as well as designing and generating various management reports. The Scheduling Coordinator also helps maintain official records and files related to the curriculum. The successful candidate will provide excellent customer service while interacting with students, the advising community, and administrative offices (e.g., Bursar, Admissions, Financial Aid, etc.) to resolve scheduling and other student-related issues. The Scheduling Coordinator will also assist with other student-support activities such as staffing the front desk and addressing student concerns through calls, emails, or in-person meetings. Availability to work evening and weekend hours to represent the Registrar’s Office at on-campus events as assigned by the Registrar is required.

Essential Functions:

• Under the supervision and direction of the Associate Director for Scheduling: Use Banner software and scheduling databases such as 25Live and Infosilem to develop and maintain the schedule of classes database, web, and publication; oversee/supervise data entry of preliminary schedule; identify and resolve problems; provide technical expertise as it relates to 25Live or Infosilem to staff of academic units; suggest/implement improvements for schedule database maintenance, and coordinate the development and appropriate coding of special scheduling information.
• Manage the use of all university teaching facilities including classrooms, laboratories, and other related facilities using scheduling and room software such as Infosilem and 25Live.
• Create/produce summer and winter schedules and coordinate related room usages.
• Coordinate final exam and common exam schedules.
• Provide ongoing training to staff in requirements/functions of schedule development; analyze training needs of staff entering the preliminary schedule.
• Ensure the workload manual and the course master file used in schedule development reflect any approved changes.
• Review, edit, and correct preliminary schedules, build reports and schedule drafts for accuracy and conflicts; assign or verify appropriate dates, codes, and numbers; and assign rooms to resolve conflicts.
• Help train department scheduling coordinators and others in the development and production of the academic schedule of classes for the University and provide training in the proper operation of the scheduling software system.
• Work with the Associate Director in preparing and coordinating the schedule timeline for completion and publication of the schedule of classes.
• Review the course schedule for accuracy before it is posted for the review of students and faculty.
• Under the supervision of the Associate Director, collaborate with the CSIS (CRM and Student Information Systems) team in the development of process mapping, participation in user testing, and analysis of problems encountered during testing phases.
• Working with the Associate Director, make recommendations for system functionality objectives and improvements as related to the scheduling functions; prepare and maintain documentation for scheduling processes.
• Help evaluate course needs based on student educational plans and identify gaps in course offerings in the schedule; evaluate available time/space for optimizing course offerings and areas where the schedule impacts student progress.
• Learn and cross-train as backup for enrollment compliance reporting for the National Student Clearinghouse and the National Student Loan Data System (NSLDS).
• Perform related duties as assigned.
  
  

Additional Functions:

• Serve on internal and external committees as a representative of the Registrar’s Office.
• Provide support to the Registrar and other Professional/Administrative staff members, as needed, to complete tasks timely.
• Assist in maintaining official records and files related to the curriculum.
  
  

Prerequisite Qualifications:

• Bachelor’s Degree.
• A minimum of one year of experience in a Registrar’s Office with a focus on scheduling or a comparable higher education environment.
• A minimum of two years’ use of Microsoft Office Suite with demonstrated mastery and the ability to independently create detailed documents, presentations, statistical reports, and research materials.
• Available to work evening and weekend hours, including representing the Registrar’s Office at on-campus events as assigned by the Registrar.
• At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position.
  
  

Preferred Qualifications:

• Experience in a centralized university scheduling process.
• Prior exposure to Banner, Colleague, or similar student database system.
• Strong analytical and communication skills, along with the ability to work in a dynamic environment that includes interactions with a diverse student population.
  
  

Bargaining Unit:

PSA

Range/Band:

16

Salary Information:

In compliance with the NJ Pay Transparency Law, the negotiated annual salary range for this position is $63,129.05-$83,738.94 (USD). NJIT considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. This pay range represents base pay only and excludes any additional items such as incentives, bonuses or other items.

To learn more about the comprehensive benefits NJIT offers for this position, please visit our benefits page: https://hr.njit.edu/health-benefits.

FLSA:

Exempt

Full-Time