Class and Event Scheduling Specialist

Stanford University; Palo Alto (CA); On-site; USD 99,000 - 105,000; Full time

Job summary

Stanford University is seeking a Class and Event Scheduling Specialist to administer complex academic class and event scheduling supporting instructional and campus activities. You will coordinate space utilization for ~20,000 courses, 200 classrooms, and 8,000 events yearly, working across schools and departments to resolve conflicts and optimize operations.

You will serve as a Subject Matter Expert on scheduling systems (25Live, Coursedog, PeopleSoft), drive improvements, and help expand

Qualifications

• Bachelor’s degree and three years of relevant experience.
• Strong communication and interpersonal skills.
• Advanced analysis and problem-solving abilities.
• Experience with university scheduling systems.
• Knowledge of classroom utilization and event management.
• Familiarity with data accuracy and reporting.
• Ability to balance multiple priorities.

Responsibilities

• Administer academic class and event scheduling requests and assign spaces.
• Apply university policies to scheduling practices.
• Resolve scheduling conflicts across schools and departments.
• Collaborate with faculty and campus partners to address seat availability and accessibility needs.
• Coordinate final examination scheduling and accommodations.
• Audit and reconcile scheduling data across systems.
• Serve as SME for scheduling systems (25Live, Coursedog, PeopleSoft).
• Develop training materials and outreach for campus users.

Skills

Communication skills

Analytical thinking

Computer skills

Customer service

Systems experience

Financial transactions

Policy compliance

Education

Bachelor's degree

Tools

25Live

Coursedog

PeopleSoft

Job description

Budgeted Range: $98,970 - $105,114This is a 2-year fixed term positionThe Office of the University Registrar is seeking a Class and Event Scheduling Specialist to administer complex academic class and event scheduling functions supporting Stanford's instructional and campus activities. As part of the Curriculum and Scheduling team, the position supports the coordination and effective utilization of university spaces, including the scheduling of approximately 20,000 courses, 200 centrally managed classrooms, and 8,000 events annually.Working under minimal supervision, the specialist applies advanced knowledge of university policies, scheduling practices, and enterprise systems to evaluate competing priorities, resolve complex scheduling issues, and provide consultation to schools, departments, faculty, staff, and students. The position exercises independent judgment in assessing scheduling needs, interpreting policies, and developing solutions that support academic instruction, student access, and effective space utilization.The specialist also serves as a functional subject matter expert for university scheduling systems, contributes to improvements in scheduling processes and technology, and supports the university-wide expansion of 25Live to additional reservable campus spaces. This work requires collaboration across university units, analytical problem-solving, and the ability to balance diverse academic and operational needs.

Duties Include

• Administer academic class and event scheduling functions, independently evaluating complex scheduling requests, determining appropriate space assignments, and resolving exceptions in accordance with university policies, academic priorities, and established scheduling practices.

• Interpret and apply university policies and procedures relating to academic scheduling, enrollment management, classroom utilization, final examinations, and event reservations.

• Exercise independent judgment in evaluating competing priorities and recommending appropriate resolutions.

• Collaborate with schools, departments, faculty, and administrative units to resolve complex scheduling conflicts involving instructional requirements, enrollment capacities, accessibility needs, space availability, and competing academic and event activities.

• Coordinate final examination scheduling and related accommodations, working with faculty, academic departments, and campus partners to address examination conflicts, specialized space requirements, and time-sensitive student needs.

• Analyze, audit, and reconcile complex scheduling data across multiple university systems, identifying discrepancies, evaluating operational impacts, and coordinating corrective actions to ensure accurate academic schedules and space assignments.

• Serve as a functional subject matter expert for university scheduling systems, including 25Live, Coursedog, PeopleSoft, and related applications.

• Collaborate with technology teams and campus partners to identify business requirements, troubleshoot system issues, evaluate enhancements, and support testing and implementation of new functionality.

• Contribute to the university-wide expansion of 25Live by working with schools and administrative units to assess scheduling practices, support onboarding of additional reservable spaces, establish consistent workflows and data standards, and facilitate adoption of the platform while respecting local space management authority.

• Evaluate scheduling processes, operational data, and space utilization to identify opportunities for improvement.

• Develop and recommend enhancements to business practices, workflows, and system functionality that improve scheduling effectiveness, data accuracy, and service delivery.

• Provide specialized consultation and guidance to schools, departments, faculty, staff, and students on university scheduling policies, system functionality, and complex scheduling matters.

• Represent the Registrar's Office in cross-functional discussions and initiatives related to academic scheduling and campus space management.

• Develop and implement training materials, procedural documentation, and outreach activities to support campus users and promote consistent scheduling practices.

• Provide day-to-day guidance, onboarding, and oversight to backfill staff supporting class and event scheduling operations, including work coordination and quality review.

Responsibilities

Core Duties

• Administer an area or program in student services, evaluate andrecommend decisions on program eligibility. Review decisions recommendedby other staff.

• Collaborate with others to help resolve program issues andconcerns, interpret policies, and mediate complex and sensitive issues. May be tasked with evaluating and recommending programimprovements.

• Resolve multi-dimensional matters in response to students incrisis, at risk, or who have other program issues, counsel students andparents on sensitive and confidential issues.

• Provide guidance and counsel, oversee and develop a wide range ofprograms and services, analyze effectiveness and make recommendationsfor future programs.

• Reconcile complex issues; analyze diverse transactions frommultiple sources.

• Summarize data from multiple sources, prepare manage reports andpresentations.

• Identify and evaluate data needs, manage the implementation anddevelopment of technology.

• Develop and implement plans for outreach efforts, develop andmaintain external community and university liaison, represent departmentand university at meetings and events.

• Provide advice to students on a range of issues, including, butnot limited to, academic progress, academic program policies, careerplans, accessibility, community standards, etc., in order to guide themin making appropriate choices and decisions. May have to elevate issuesto a senior advisor.

• Apprise students of research, fellowship and scholarshipopportunities, make recommendations and may award grants.

• Serve as a subject matter expert to students and otherdepartments; represent unit/department.

• May lead, create and contribute to development of businesspractices and organizational change to improve processes andworkflow.

• May oversee, analyze and assist in financial processes anddevelopment of budgets.

• Serve as a key member of a project team.

• May train and supervise other staff, volunteers, student andtemporary workers.

Minimum Education andExperience:

Bachelor’s degree and three years of relevant experience, orcombination of education and relevant experience.

Knowledge, Skills and Abilities:

• Strong communication skills to clearly and effectivelycommunicate information to internal and external audiences, clientgroups, and management.

• Advanced analysis and problem solving skills.

• Advanced computer skills, including experience with MicrosoftOffice Suite.

• Advanced customer service skills.

• Relevant computer systems/technology experience.

• Understanding of financial transactions.

• Ability to ensure and apply compliance with legal, financial, anduniversity policies and external regulations.