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Scheduling Coordinator, Registrar's Office

University of Montana
Montana, United States
Salary Not Specified
Closing date
Sep 15, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Curriculum & Instructional Development, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Academic Advising & Academic Support Services, Admissions, Enrollment, Retention & Registrar
Employment Type
Full Time
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Job Details

The Registrar’s Office invites applications for a Scheduling Coordinator to join their team on campus. This position is responsible for the creation and maintenance of semester course schedules in the Banner student information system. The Scheduling Coordinator initiates and is responsible for the complex academic course scheduling process, which requires the ability to obtain and effectively apply an in-depth understanding of university scheduling policies, procedures, regulations, and deadlines.

Duties include, but are not limited to:

  • Review and make decisions regarding changes to current and future term courses through Banner and other necessary software after determining if the requested changes are appropriate based on MUS and UM Faculty Senate guidelines and UM scheduling processes and procedures
  • In concert with the Registrar and Associate Registrar, determine when and how schedules are established
  • Provide direction and guidance to staff and faculty regarding questions about academic policy and procedure and hold periodic training presentations for department course planners, faculty, and staff
  • Work with the Registrar and Associate Registrar on the ongoing implementation and maintenance of the Coursedog scheduling software and train the campus community on the use of the software
  • Schedule academic space for classes and special use (review sessions, meetings, etc.) while applying exemplary customer service skills and resolve room conflicts
  • Provide support for prerequisite checking, registration, and DegreeWorks as needed
  • Perform other duties as assigned

Required Skills
  • High capacity to multitask, organize, prioritize, and pay attention to detail
  • Ability to execute all tasks and responsibilities with a high degree of accuracy in a fast-paced environment
  • Ability to work independently as well as collaboratively
  • Effective public relations, interpersonal, and communication skills, including the ability to work with diverse groups of individuals including other administrators, faculty, staff, and students and provide positive professional customer service including through face-to-face, phone, and email interaction
  • Demonstrated community-building skills and a warm and inviting persona
  • Ability to problem solve and make sound decisions
  • Understanding and/or experience maintaining confidentiality in all business and student relations
  • Experience troubleshooting inaccuracies in large databases and ability to develop and maintain recordkeeping systems for various documents
  • Ability to develop business processes and to simplify and streamline processes in an effort to maximize efficiencies.
  • Demonstrated organizational, time management, problem-solving, and multi-tasking skills
  • Demonstrated knowledge of professional office practices and procedures; business English, spelling, composition, and grammar, including the ability to write and edit effective communications to our constituencies
  • Knowledge of and experience working in MS Word and Excel
  • Knowledge of and use of basic office equipment

Minimum Required Experience
  • High School diploma and two (2) years of relevant work experience or an equivalent combination of education and experience.

Preferred Qualifications
  • Bachelor’s degree
  • Experience working in a university setting
  • Experience working in office environment
  • Experience with room scheduling software

About the Registrar’s Office and UM

The Registrar's Office is a central component of the academic mission of University of Montana, providing formal validation of teaching and learning on this campus. The Registrar is the official custodian of student academic records, and the office is legally required to maintain past, present and future unabridged academic records. The Registrar's staff plans and conducts student-registration, maintains and updates academic records, interprets and applies academic policies, certifies eligibility for associate and baccalaureate degrees, determines resident fee classification for tuition purposes, schedules all academic classes and classroom facilities, maintains processes and provides support for academic grading and advising, verifies enrollment and degrees awarded, plans and directs commencement ceremonies, and determines eligibility for student participation in athletics, extracurricular and honor society activities. The Registrar's Office establishes a singularly unique relationship with students over the passage of an academic career. Beginning with new student orientation, interactions continue with continuing & returning students during enrollments and graduation, and those relationships reinforce a reliable connection and resource for alumni who request official verification of academic records, degree(s) earned and/or transcripts.

The University of Montana is an Affirmative Action/Equal Opportunity employer and has a strong institutional commitment to the principle of diversity in all areas. In that spirit, we are particularly interested in receiving applications from a broad spectrum of qualified people who would assist the University in demonstrating its five priorities for action : Place student success at the center of all we do; drive excellence and innovation in teaching, learning, and research; embody the principle of “mission first, people always"; partner with place; and proudly tell the UM story.

Nestled in at the base of Mount Sentinel and on the banks of the Clark Fork River, UM campus is described as one of the most beautiful in the US. The region boasts unparalleled year around recreational opportunities and a vibrant arts and culture community. UM offers a unique opportunity for professional growth in a magnificent environment. The University of Montana offers eligible employees a generous benefits package that positively separates UM from other local employers and offers many programs and policies to support work-life balance for its employees.

UM provides a culture that values hard work, intellectual curiosity, diversity, collegiality, innovative thinking, and teamwork, making it a great place to grow and develop professionally. Located in the heart of western Montana’s stunning natural landscape, UM attracts first rate teachers, researchers, and students from around the world. A city within a city – with its own eateries, stores, medical facilities, banking and postal services, and zip code – UM has an increasingly diverse population and rich culture.

To learn more about the University of Montana, Missoula, and the State of Montana, please visit the links below.

Position Details

Position Title: Program Coordinator I (Scheduling Coordinator)

Position Number: 008200

Department: Registrar’s Office

Work Schedule: Full-time, 1.0 FTE (40 Hours a week), Monday through Friday 8:00 am to 5:00 pm, 12 months/year.

Salary: $13.923/hr .

Union Affiliation: FOCUS-MFPE

Probationary Period: Six months minimum

Benefits Include : Insurance package, mandatory retirement plan, partial tuition waiver, and wellness program.

Criminal Background Investigation is required prior to the Offer of Employment In accordance with University regulations, finalists for this position will be subject to criminal background investigations. ADA/EOE/AA/Veteran's Preference Reasonable accommodations are provided in the hiring process for persons with disabilities. For example, this material is available in alternative format upon request. As an Equal Opportunity/Affirmative Action employer, we encourage applications from minorities, veterans, and women. Qualified candidates may request veterans’ or disabilities preference in accordance with state law. References: References not listed on the application materials may be contacted; notice may be provided to the applicant. Testing: Individual hiring departments at UM may elect to administer pre-employment tests, which are relevant to essential job functions. Employment Eligibility: All New Employees must be eligible and show employment eligibility verification by the first date of employment at UM, as legally required (e.g., Form I-9).

How to Apply

Priority Application Date: Sunday, July 11, 2021 by 11:59 PM (Mountain Time)

Complete applications received by the ‘Priority Application Date’ will be guaranteed consideration. The position will remain open until filled. Candidates are required to submit the following materials online.

A complete application Includes:

  1. Letter of Interest – addressing your qualifications and experience related to the stated required skills for the position. A general letter salutation such as “Dear Search Committee” or “Dear Hiring Manager” is acceptable.
  2. Detailed Resume – listing education and describing work experience
  3. Professional References – names and contact information for three (3) professional references

Job Location Missoula, Montana, United States
Position Type Full-Time/Regular

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