Academic & Event Scheduling Coordinator

Tufts University; Medford (MA); Hybrid; USD 39,000 - 54,000; Full time

Job summary

Tufts University’s Registrar’s Office seeks an Academic and Event Scheduling Coordinator to manage the scheduling and reservation process for roughly 3,000 courses across the Medford/Somerville and Fenway campuses. The role involves coordinating exams, space utilization, and events.

You will collaborate with faculty and staff to optimize space use, enforce scheduling policies, and support EMS system administration and data reporting. A hybrid on-campus schedule is expected.

Qualifications

• High School Diploma or equivalent.
• 2-3 years in higher education, registrar or student services setting.
• Excellent interpersonal and customer service skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong troubleshooting, critical thinking, and problem-solving skills.
• Effective communication and negotiation skills.
• Preferred: Bachelor's Degree.
• Experience coordinating classroom spaces and with EMS is a plus.

Responsibilities

• Execute facilities scheduling and placement for approximately 3,000 courses each fall and spring semester across Medford/Somerville and Fenway campuses.
• Manage space reservations for commencements, orientation, and final exams.
• Schedule and coordinate summer classes, residential programs, and conferences with various university groups.
• Advise on best use of university facilities and scheduling policies for events.
• Maintain EMS space profiles and provide support for Boston and Fenway campus profiles.
• Provide room utilization statistics and participate in space planning and reporting.
• Liaise with Tufts Technology Services and vendors for system upgrades and training.

Skills

Interpersonal skills

Customer service

Communication

Problem solving

Education

High School Diploma

Bachelor's degree (preferred)

Tools

PeopleSoft

EMS (Event Management System)

Excel

Job description

Overview

Under the leadership of the Associate Dean for Student Administrative Services, the Registrar’s Office is responsible for secure maintenance of student academic records and compliance with FERPA and other federal and state regulations related to these records for the undergraduate and graduate students in the Schools of Arts, Sciences, and Engineering and for non-matriculated students through University College. The Registrar’s Office is supported by the curriculum and space management staff, records management staff and Student Services. Student Services is the first point of contact bridging academic and administrative functions and services at Tufts. Student Services provides a wide range of support, from guidance on how to pay tuition, apply for financial aid, obtain a transcript, register for classes, and leverages their service center structure in support of other student facing department’s service needs when appropriate. Student Services collaborates with students, families, faculty, staff, and outside agencies to provide accurate and timely information and support of the completion of university transactions, as they relate to their areas of expertise.

Overview

Under the leadership of the Associate Dean for Student Administrative Services, the Registrar’s Office is responsible for secure maintenance of student academic records and compliance with FERPA and other federal and state regulations related to these records for the undergraduate and graduate students in the Schools of Arts, Sciences, and Engineering and for non-matriculated students through University College. The Registrar’s Office is supported by the curriculum and space management staff, records management staff and Student Services. Student Services is the first point of contact bridging academic and administrative functions and services at Tufts. Student Services provides a wide range of support, from guidance on how to pay tuition, apply for financial aid, obtain a transcript, register for classes, and leverages their service center structure in support of other student facing department’s service needs when appropriate. Student Services collaborates with students, families, faculty, staff, and outside agencies to provide accurate and timely information and support of the completion of university transactions, as they relate to their areas of expertise.

What You'll Do

Working within the Office of the Registrar, the Academic and Event Scheduling Coordinator manages the scheduling and reservation process for approximately 50% of spaces on the Medford/Somerville campus. This role orchestrates scheduling and placement of courses for the schools of Arts, Sciences, Engineering, and University College on the Medford/Somerville and Fenway campuses and manages the co-curricular scheduling for events and meetings on the Medford/Somerville campus. This position works with internal and external constituents to advise on best use of university facilities, provide system usage support, manage user account access to desktop and online scheduling applications, and ensure that space policies are appropriately documented and enforced. Other responsibilities include managing space reservations for commencement, orientation, and final exams. The Academic and Event Scheduling Coordinator is also currently the functional administrator for the campus scheduling system and supports users across the University with system usage and enhancements.

• Execute the facilities scheduling and placement of approximately 3000 courses each fall and spring semester for the schools of Arts, Sciences, Engineering, and University College on the Medford/Somerville and Fenway campus.
• Utilize excellent problem-solving skills to sufficiently ensure placements for all academic course space needs while considering pedagogical and physical constraints as well as faculty preferences.
• Develop and maintain excellent working relationships with academic department staff and faculty to ensure strong two-way communication regarding their department or course space needs.
• Work with faculty and staff to adjust capacity or meeting times for classes as needed.
• Execute and maintain the final exam schedule and booking process.
• Partner with University College groups, including Courses at Tufts and Precollege programs, as well as Conferences and Events to schedule summer classes, residential programs, and conferences.
• Facilitate the co-curricular scheduling for events and meetings on the Medford/ Somerville campus.
• Advise students, faculty, and staff as to the best use of university facilities and scheduling policies for events.
• Provide support to the Office of the Trustees in commencement planning and Undergraduate Orientation to ensure space requirements for events are met.
• Develop and maintain excellent working relationships with other university space managers and stakeholders to provide system use support, manage user security groups for desktop and online applications, and ensure that space policies are appropriately documented and enforced for spaces outside the department jurisdiction.
• Provides administrative and IT support to stakeholders within AS&E and across the University, including for the Dental, Med, Fletcher and Vet schools.
• Partner with university stakeholders to leverage EMS as the space system of record and provide innovative solutions for space needs or usage data.
• Maintain accurate space profiles in EMS ensuring accurate room configurations, capacities, technology, and building hours for each space managed through EMS on the Medford/Somerville campus and provide support to staff on the Boston and Fenway campus regarding their profile updates.
• Provide room utilization statistics to assist in future space planning and room maintenance.
• Actively participate in the analysis and implementation of long-term goals, special projects, and software selection committees related to space management and scheduling.
• Update and maintain scheduling system communications to ensure accurate and timely information is shared with constituents regarding their space reservations.
• Update and maintain booking templates and communications on Reserve Tufts for the Medford/Somerville and occasionally Boston campuses, to in accordance with the academic calendar.
• Serve as first point for contact for Reserve Tufts service requests submitted through the Tufts Technology Service Now ticketing system.
• Provide accurate and timely responses to constituents as they relate to space needs.
• At times, serve as first point of contact for facilities and technology issues within spaces in the Registrar’s Office portfolio.
• Liaise with business partners in Tufts Technology Services, and system vendor to report, test, and implement solutions; assess and evaluate function needs of system application upgrades and their applicability to the Tufts environment.
• Serve as member of the Learning Spaces Committee.
• Create and maintain system and position usage documentation.
• Liaise with business partners in Tufts Technology Services to update Reserve Tufts training documentation and assist in new user training as needed.

What We’re Looking For

Basic Requirements:

Knowledge and experience typically acquired by:

• High School Diploma
• 2-3 Years of experience in higher education preferably in a registrar's office or student services setting
• Excellent interpersonal and customer service skills
• Ability to work both independently and collaboratively in a fast-paced environment
• Strong troubleshooting, critical thinking, and problem-solving skills
• Effective communication and negotiation skills

Preferred Qualifications:

• Bachelor's Degree
• Experience coordinating classroom spaces
• Proficiency with student information systems; PeopleSoft preferred
• Experience with academic room scheduling and space reservation software; Event Management Systems (EMS) preferred
• Advanced skill with Microsoft Excel
• Strong data analysis and organizational skills
• Experience running reports to analyze enrollment trends, and management of space or resource utilization

Special Work Schedule Requirements:

This is a hybrid role that is expected to be on campus at least 2 days each week.

Pay Range

Minimum $27.85, Midpoint $33.15, Maximum $38.50
Salary is based on related experience, expertise, and internal equity; generally, new hires can expect pay between the minimum and midpoint of the range.