Class and Event Scheduling Specialist

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

Job summary

Stanford's Office of the University Registrar seeks a Class and Event Scheduling Specialist to administer complex class and event scheduling for instructional and campus activities. The role supports space utilization across ~20,000 courses, 200 classrooms, and 8,000 events annually.

The specialist applies advanced policies and enterprise systems, collaborates across schools and offices, and leads improvements in scheduling processes and technology, including 25Live expansion to additional

Responsibilities

• Administer academic class and event scheduling, select space assignments, resolve exceptions per policies.
• Interpret policies related to scheduling, enrollment, classroom use, exams, and reservations.
• Collaborate with schools, departments, faculty, and staff to resolve conflicts.
• Coordinate final examination scheduling and accommodations.
• Audit and reconcile scheduling data across systems, identify discrepancies, and implement fixes.
• Serve as SME for scheduling systems; collaborate with tech teams on requirements and testing.
• Support expansion of 25Live to more spaces and standardize workflows.
• Propose improvements to workflows and system functionality.
• Provide guidance on scheduling policies and system use to campus users.
• Develop training materials and onboarding support for scheduling staff.

Skills

Analytical thinking

Stakeholder communication

Policy interpretation

Tools

25Live

Coursedog

PeopleSoft

Job description

Budgeted Range: $98,970 - $105,114

This is a 2-year fixed term position

The 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.