Academic Scheduling Coordinator

University of Minnesota; Saint Paul (MN); Hybrid; USD 55,000 - 58,000; Full time

Job summary

The University of Minnesota, Twin Cities, seeks an experienced academic scheduling specialist to develop and coordinate class and final exam schedules for the Twin Cities campus. You will be the primary contact for room scheduling, manage room change workflow, and support staff with data queries in PeopleSoft, 25Live, and CCS Schedule of Classes.

This 100% time Civil Service role emphasizes accuracy, customer service, and process improvement, with a hybrid work arrangement and a requirement to

Qualifications

• Bachelor's degree or combination of education and related experience totaling at least four years.
• Proven organizational and customer service skills.
• Strong attention to detail and accuracy.
• Effective written communication skills.
• Self-starter with a proactive approach to learning and service improvement.
• Interest in and commitment to continuous process improvement.

Responsibilities

• Provides first-tier academic scheduling support for the University user community.
• Analyzes requests from end users to determine system problems and resolution.
• Troubleshoots for staff using 25Live and CCS Schedule of Classes and maintains internal process documentation and external user guides.
• Co-leads the final exams scheduling, workflow, and communication processes.
• Updates operational and procedural documentation to assist in unit efficiency.

Skills

Organizational skills

Customer service

Attention to detail

Written communication

Self-motivation

Process improvement

Education

Bachelor's degree

Tools

PeopleSoft

25Live

Coursedog

Astra (room scheduling)

Job description

Job Details

Job ID: 376327

Location: Twin Cities

Job Family: Information Technology

Full/Part Time: Full-Time

Regular/Temporary: Regular

Job Code: 8631US

Employee Class: Civil Service

About the Job

Develop and coordinate central academic scheduling processes to build the Class Schedule and Final Exam Schedule for the Twin Cities campus. This includes serving as the primary point of contact for academic class and final exam room scheduling; process management; coordinating workflow for room change requests; and processing class data queries and updates. Provides academic scheduling support to University departmental staff by responding to problems and requests from users. It also includes troubleshooting for staff using 25Live and CCS Schedule of Classes, developing internal process documentation, and creating external user guides. Maintains the ability to rapidly learn new technologies which include PeopleSoft, Coursedog, 25Live, and various applications within the UMN community. Provides backup for the classroom events scheduler. This is a 100%-time, 40 hour/week position.

The University of Minnesota is committed to fostering local talent through employment opportunities. While this position utilizes a hybrid work modality, prospective applicants must be located either in the state of Minnesota or near the Wisconsin border OR otherwise open to relocation.

Essential Job Functions (45%)

• Provides first-tier academic scheduling support for the University user community.
• Analyzes requests from end users to determine system problems and resolution.
• Troubleshoots for staff using 25Live and CCS Schedule of Classes and maintains internal process documentation and external user guides.
• Serves as the help desk expert and provides subject matter expertise on academic and final exam scheduling with a focus on precision and timeliness.
• Proactively monitors incoming email queues and tickets to ensure timely response and resolution. Watch for trends to identify emerging problems to elevate and potential training needs.
• Negotiates complex classroom switches with academic department scheduling coordinators and devises creative resolutions for unusual situations under limited time constraints.
• Resolves room scheduling problems through a combination of standard procedures, research, and creative problem-solving.
• Co-leads the final exams scheduling, workflow, and communication processes.
• Work with end users either through meetings or help desk support to ensure best practices for data maintenance and compliance are understood.
• Provides top-notch customer support, responds in a helpful and courteous manner, demonstrating good listening and comprehension skills.
• Demonstrates good judgment, sound decision-making, and professional expertise in support of academic scheduling policies and procedures.

Quality Assurance/Process Documentation (35%)

• Runs and processes quality assurance queries via PeopleSoft on an assigned schedule as directed.
• Resolves exceptions to data quality by making updates to class and course records as needed while maintaining documentation of data errors that have been reconciled.
• Accurately enters data requests into PeopleSoft Schedule of Classes and 25Live, including, but not limited to processing room assignments, class cancellations, updating class associations, combined section table maintenance, class section set-up, and final exams.
• Maintains academic scheduling production calendar and produces semesterly final exam schedule for the Twin Cities campus.
• Schedules general purpose classrooms to maximize room utilization.
• Alerts management to data patterns of concern and recommends topics for ongoing training and staff development.
• Makes recommendations for business process improvements and assists in creating change implementation plans as needed to ensure quality service delivery.
• Updates operational and procedural documentation to assist in unit efficiency.
• Collaborates with others to gather, analyze, and document business requirements across OCM and ASR.

Support classroom events scheduling – (10%)

• Serve as the secondary point of contact and liaison with University partners on a broad range of meeting and event scheduling inquiries and provide timely responses and resolution of issues.
• Review requests to determine appropriate coordination strategy and partners necessary to successfully manage all special requests and arrangements for learning space reservations (to include registered student groups, external rentals, campus partners, etc.).
• Schedule non-academic room reservations in general purpose learning spaces and collect all necessary documents, including Use Agreements, proof of insurance, fee analysis, etc., in accordance with the academic cycle and ensure compliance with University and department policies.
• Accurately explain and enforce learning space reservation policies to a broad range of partners and customers while providing top-notch customer service.

Other Duties as Assigned (10%)

• Effectively communicate with a diverse group of students, staff, faculty, and external clients.
• Remain current on departmental policies and procedures.
• Positively represent the Office of Classroom Management to other departments.
• Participate in ongoing training, projects, and committees.
• Other duties as assigned.

Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program.

Required Qualifications

• Bachelor's degree or a combination of education and related experience totaling at least four years
• Proven organizational and customer service skills
• Strong attention to detail and accuracy
• Effective written communication skills
• Self-starter with a proactive approach to learning and service improvement
• Interest in and commitment to continuous process improvement

Preferred Qualifications (Core Competencies)

• Experience in higher education room scheduling software (e.g., Astra or 25Live) and PeopleSoft.
• Skilled in establishing priorities and handling multiple projects simultaneously while maintaining high accuracy.
• Ability to manage multiple priorities in a fast-paced, high-volume environment with consistent accuracy
• Familiarity with university academic systems, operations, policies, and procedures

Pay and Benefits

Pay Range: $55,274 to $58,109 annually; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling servicesEmployee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About University of Minnesota

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023, 2025, 2026), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.