Assistant Coordinator University Scheduling & Curriculum Management - Registrar's Office

Texas Woman's University; Denton (TX); On-site; USD 42,000 - 54,000; Full time

Job summary

Texas Woman's University in Denton seeks an Assistant Coordinator to support university scheduling and curriculum management. You will work with student information systems, coordinate classroom assignments, and ensure accurate, publishable class schedules.

In collaboration with campus offices, you will optimize space use and respond to scheduling conflicts. The role requires a Bachelor's degree (preferred) and at least three years of academic administrative experience.

Qualifications

• Three years of academic administrative experience.
• Bachelor's degree preferred; related coursework acceptable.
• Experience with scheduling software and data management preferred.

Responsibilities

• Assists in the preparation of the schedule of classes for publishing.
• Makes appropriate classroom assignments for organized courses and events.
• Maintains current and accurate class schedule data.
• Coordinates the use of university facilities by on-campus groups.
• Assists with scheduling of off-campus groups and non-academic use of facilities.
• Ensures cross-functionality of scheduling solutions between super users and general users.
• Assists with data preparation for software implementations and new releases.

Skills

Communication

Scheduling software

Spreadsheet

Data entry

Customer service

Problem solving

Multitasking

Time management

Presentations

Collaboration

Education

Bachelor's degree

Tools

Microsoft Office

Student Information System

Scheduling software

Job description

Assistant Coordinator, University Scheduling and Curriculum Management

Performs specialized and complex technical work in university scheduling, space utilization, and curriculum management. Responsible for the use of student information systems in coordinating scheduling activities. Uses initiative and independent judgment in the assignment of University space and maintenance of curriculum records in the student information system based on general guidelines and policies. In the absence of the manager, assumes broader scope of responsibilities for the day-to-day operations and decisions regarding classroom schedules. Work is performed under supervision, and performance is evaluated based on the completion of assignments and the results obtained. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies & Procedures.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Coordinator, University Scheduling and Curriculum Management

Supervises: May supervise Student Assistants, temporary, and clerical employees

ESSENTIAL DUTIES

• Assists in the preparation of the schedule of classes for publishing.
• Makes appropriate classroom assignments for organized courses and events.
• Maintains current and accurate class schedule data.
• Coordinates the use of university facilities by on-campus groups.
• Works with appropriate University offices, including Conference Services, to assist with scheduling of off-campus groups and non‑academic use of university facilities.
• Ensures cross‑functionality of technical solutions applied in scheduling workflow activity between super users and general users.
• Assists with data preparation for software implementation and new releases.

• Maintains knowledge and understanding of Facilities Inventory Classification procedures.
• Collaborates with other units and campuses to coordinate scheduling services.
• Collaborates with super users and user groups to plan and deliver maximum and efficient access to space.
• Coordinates Facilities Management services for academic buildings.
• Provides information to university offices regarding scheduled facility use.
• Coordinates with Public Safety to ensure the safety of classrooms and academic buildings.
• Responds with alternate space assignments when planned or unplanned situations impact scheduled rooms.
• Monitors and responds to University Scheduling correspondence.
• Assists with maintaining current and accurate space profile information, including room features, characteristics, seating capacity, etc., for all campuses.
• Serves as a liaison between clients and other service components.
• Performs file and document management.
• Responds to emergency or on‑call situations in a timely manner.
• Maintains curriculum records in the student information system.
• Implements curriculum entry additions, deletions, and modifications as directed by the Executive Vice Provost.

ADDITIONAL DUTIES

• Provides University or community‑related service that may directly or indirectly impact institutional goals or initiatives.
• Performs other duties as requested.

EDUCATION

Bachelor's degree preferred. Additional technical short courses and seminars relating to automated scheduling processes and scheduling software application tools. Job‑related experience may be substituted for education on a year‑for‑year basis.

EXPERIENCE

Three years of progressively responsible academic administrative experience. Additional experience may substitute for required education on a year‑for‑year basis. Expertise with spreadsheet and project management tools is helpful. Previous customer service, event planning and management, or scheduling experience preferred.

REQUIREMENT

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.

All employees share the responsibility of maintaining information security and privacy requirements within the university by adhering to Federal and State regulations, and TWU Policies & Procedures.

KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to work effectively with a variety of groups.
• Knowledge of the roles of various academic offices' business functions that have a direct impact on University Scheduling functions.
• Knowledge of classroom scheduling practices.
• Ability to learn new technology applications.
• Advanced skills in the use of scheduling and curriculum management technology applications to ensure high‑quality technical support for end users.
• Ability to effectively use spreadsheet and word processing applications, including mail merge functions.
• Ability to manage large quantities of correspondence.
• Ability to integrate resources, policies, and information for the determination of procedures, solutions, and other outcomes.
• Ability to handle multiple and simultaneous tasks.
• Ability to organize work effectively with an understanding of organizational policies and activities.
• Ability to establish and maintain effective work relationships with students, faculty, staff, and the public.
• Ability to effectively deliver presentations.
• Ability to communicate effectively - orally, by phone, in person, and in writing.
• Ability to respond and take action quickly.
• Ability to deal well with ambiguity and fast‑paced change.
• Knowledge of the application of modern computing, multimedia, networking, and communication systems in an educational setting.
• Ability to deliver a positive customer service experience.
• Ability to work a flexible schedule, including some nights, weekends, and holidays.
• Ability to use a personal computer and other office equipment, including university‑related software and email.

PHYSICAL DEMANDS

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The employee may be required to travel. Ability to work a flexible schedule, including some nights, weekends, and holidays.

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. Work is normally performed in a typical interior work environment.

SAFETY

TWU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. Employees must report any unsafe work conditions or practices, as well as any near‑miss incidents, to their supervisor and Risk Management. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.

Texas Woman's University, an AA/EEO employer, provides equal opportunity to all employees and applicants for employment and prohibits discrimination on the basis of race, color, national origin, religion, gender, age, disability, veteran status, sexual orientation, or any other legally protected category, class or characteristic.

All offers of employment will be contingent on the candidate's ability to provide documents which establish proof of identity and eligibility to work in the United States. Positions at Texas Woman's University deemed security‑sensitive require background checks and verification of all academic credentials.

If you are a male between the age of 18 and 25, federal law requires that you must be registered with the U.S. Selective Service System, unless you meet certain exemptions under Selective Service law. Under HB 558, enacted by the 76th Texas State Legislature, if you are currently of the age and gender requiring registration with Selective Service, but knowingly and willfully fail to do so, you are ineligible for employment with an agency in any branch of Texas state government. For additional information regarding registration or status, you can contact the Selective Service System at 847-688-6888 or www.sss.gov.