Class Scheduling Coordinator, Intermediate

Class Scheduling Coordinator, Intermediate

Location: Registrar
Regular/Temporary: Regular
Job ID: 608016
Full/Part Time: Full-Time

Workplace Culture

NAU aims to be the nation's preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond.



Special Information

• This position is an on-site position which requires the incumbent to complete their work primarily at the Flagstaff Mountain campus with or without accommodation. Opportunities for remote work are rare.
• Only complete applications will be considered and must include the online application, a current resume, and a cover letter outlining your interest in this position and how past experiences match the job requirements. Also required are three professional references with current contact information; references will not be contacted without permission.

Job Description

This position is dedicated to the smooth and accurate operation of centralized academic scheduling within the Office of the Registrar. The person in this role works with academic units to plan and build class schedules and is not student-facing. This position plays a key role in monitoring and managing class data and data integrity through the Class-Scheduling-System (Coursedog) and Peoplesoft (SIS). This employee will interact regularly with university faculty, staff, and administrators across NAU to clarify needs and resolve concerns related to all facets of academic scheduling.

Coordination of Class and Room scheduling - 40%

• Enforces policies and processes related to class scheduling.
• Coordinates and consults with assigned academic departments to build classes or change class setups in the Class-Scheduling-System, while conforming to policy.
• Works with departments to clarify crucial data and update curriculum changes accurately.
• Communicates clearly and freely with team-mates, throughout the week. Consults with senior coordinators and supervising Associate Registrar on how to handle unusual cases.
• Communicates clearly and diplomatically with unit schedulers via e-mail and phone—and uses screenshots, templates, and issue-specific language to provide instructions and/or explain requirements.
• Monitors and assists academic units when planning and building schedules for each term.
• Train individual schedulers (or small groups) in the essential concepts and practices of scheduling and the use of scheduling software + tools + data resources.
• Assists with other duties related to academic scheduling as assigned.

Data Extraction, Reporting and Data Integrity - 20%

• Extracts and analyzes data from several software platforms and performs functions including compiling reports, accessing data on rooms and room usage, class placement in rooms, audit, and data integrity queries.
• Ensures data integrity and conformity to curricular rules and maintains and updates system definitions.
• Uses class scheduling platform (Coursedog) to review departmental requests, delve into class details, and run reports.
• Compares the class scheduling platform information to parallel information in PeopleSoft, course catalog, and room-assignment software (currently EMS).
• Uses the class scheduling platform to review/grant/deny schedule change and exception requests, based on research, policy, and established procedures.
• Monitors and maintains centralized scheduling class schedule-build process. Takes appropriate action when necessary to correct records within systems and ensure information in PeopleSoft matches information in the class scheduling system.

Functional System Administration, back up - 20%

• After in-house training, serves as back-up functional system administrator for the class scheduling system (Coursedog).
• Participates in methodical end-user testing including update and fix maintenance cycles for PeopleSoft and the class scheduling platform.
• Provides technical assistance for the PeopleSoft Schedule of Classes area and the class scheduling system (Coursedog), as needed.

Webpage Maintenance - 15%

• Assist Sr. Coordinator with webpage maintenance and updates.

Other - 5%

• Perform other duties as assigned.

Minimum Qualifications

• Associate or bachelor's degree.
• 2-4 years of relevant experience.
• Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Preferred Qualifications

• Shows initiative and desire to solve problems within allowed parameters.
• Knowledge of college and university class scheduling, curricular processes, policies, and procedures.
• Some experience with student information systems, such as PeopleSoft, Oracle, Banner. Willingness to learn how to research/resolve system problems, especially to determine if they can be cleared locally or need to be escalated upward.
• Experience with database structures and data mining, particularly mid-to-advanced Excel.

Knowledge, Skills, & Abilities

Knowledge

• Knowledge of various academic processes (including course scheduling, management of classroom spaces, course enrollment management, grade collection).
• Knowledge of computer-based registration and scheduling systems.
• Proficiency with Microsoft Office Suite, specifically with Excel.

Skills

• Excellent logical analysis and problem-solving skills.
• Skills in prioritizing and completing multiple tasks of varying complexity and urgency in a timely and efficient manner.
• Strong interpersonal and customer service skills.

Abilities

• Ability to systematically use/research manual recordkeeping when automated information management options cannot track questionable or individualized data.
• Demonstrated ability to work effectively and efficiently in a team setting.
• Ability to work independently as a proactive problem solver but know when to work collaboratively or to ask for help.
• Demonstrated ability to meet deadlines.
• Ability to work well with individuals from diverse cultural/generational backgrounds.

Background Information

This position has been identified as a safety/security sensitive position. Therefore, per AZ Revised Statute, Northern Arizona University requires satisfactory results for the following: a criminal background investigation, employment history investigation, degree verification (in some cases) and fingerprinting. If you are applying for a job that requires a CDL, you will be required to register with the Federal Motor Carrier Safety Administration Drug & Alcohol Clearinghouse and adhere to the clearinghouse requirements. Additionally, as an employer in the state of Arizona, NAU is required to participate in the federal E-Verify program that assists employers with verifying new employees' right to work in the United States. Finally, each year Northern Arizona University releases an Annual Security Report. The report is a result of a federal law known as the Clery Act. The report includes Clery reportable crime statistics for the three most recent completed calendar years and discloses procedures, practices and programs NAU uses to keep students and employees safe including how to report crimes or other emergencies occurring on campus. In addition, the Fire Safety Report is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus as this campus has on-campus student housing. This report discloses fire safety policies and procedures related to on-campus student housing and statistics for fires that occurred in those facilities. If you would like a free paper copy of the report, please contact the NAUPD Records Department at (928) 523-8884 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.

Salary

Anticipated salary range is $38,628 - $40,100. Annual salary commensurate with candidate's qualifications and related experience.

FLSA Status

This position is non-exempt under the Fair Labor Standards Act (FLSA). The incumbent is eligible for overtime pay or compensatory time according to University policy. Further, the employee must submit timesheets that accurately reflect all hours worked.

Benefits

This is a Classified Staff (CLS) position. NAU offers an excellent benefit package including generous health, dental and vision insurance; participation in the Arizona State Retirement System; paid vacation and 10 holidays per year; and tuition reduction for employees and qualified dependents. More information on benefits at NAU is available on the Human Resources benefits website. Classified Staff employees are in a probationary status for their first six months at NAU. NAU is a tobacco and smoke-free campus. Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan). New employees are eligible for benefits on the first day of the pay period following their enrollment, after their employment date. Employees will have 31 days from their start date to enroll in benefits. Additionally, new employees will begin participating in the Arizona State Retirement System, and the long-term disability coverage that accompanies it, on the first of the pay period following 6 months after the new employee's start date.

Learning and Development

Your career at Northern Arizona University includes the opportunity for professional development. New employee on-boarding training includes courses to be completed within the first 30 days.

Immigration Suppt/Sponsorship

NAU will not provide any U.S. immigration support or sponsorship for this position.

Application Deadline

August 19, 2024 at 11:59 p.m.

How to Apply

To apply for this position, please click on the "Apply" button on this page. You must submit your application by clicking on the "Submit" button by midnight of the application deadline. If you need assistance completing your application there are instructions available on the Human Resources website or in person in the Human Resources Department located in Building 91 on the NAU Campus - on the corner of Beaver and DuPont Streets.

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process, please contact the Disability Resources Office at 928-523-8773, DR@nau.edu, or PO Box 5633, Flagstaff AZ 86011.

Equal Employment Opportunity

Northern Arizona University is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply. NAU is responsive to the needs of dual career couples.

Know Your Rights Poster

NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.



To apply, visit https://hr.peoplesoft.nau.edu/psp/ph92prta/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=1&JobOpeningId=608016&PostingSeq=1



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