Class and Event Scheduling Specialist

Stanford Reglab; United States; On-site; USD 99,000 - 105,000; Full time

Job summary

Stanford University’s Office of the University Registrar seeks a Class and Event Scheduling Specialist to manage complex scheduling for 20,000 courses, 200 classrooms, and 8,000 events annually. You’ll apply university policy, optimize space use, and support 25Live expansion with cross‑unit collaboration.

The role requires independent judgment, detailed data analysis, and consultation with faculty, staff, and students to ensure smooth instructional operations and accessible scheduling.

Qualifications

• Bachelor’s degree and three years of relevant experience or equivalent mix.
• Experience applying university policies and managing complex scheduling needs.
• Ability to interpret procedures and advise stakeholders on scheduling priorities.

Responsibilities

• Administer academic class and event scheduling, evaluating requests and assigning spaces per policy.
• Collaborate with schools and departments to resolve conflicts among instructional and event activities.
• Coordinate final examinations and accommodations, addressing conflicts and time constraints.
• Audit and reconcile scheduling data across university systems to ensure accuracy.
• Serve as SME for scheduling systems (25Live, Coursedog, PeopleSoft) and assist testing.
• Contribute to the rollout of 25Live to additional spaces and establish data standards.

Skills

Communication

Analysis and problem solving

Advanced computer skills

Customer service

Experience with enterprise systems

Financial transactions knowledge

Policy compliance understanding

Education

Bachelor’s degree

Tools

Microsoft Office Suite

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.

Responsible for administering and managing a broad range of programs, services and activities that are student facing and/or impact students, which may include admissions, financial aid, housing, registrar services, visa services, student life, and academic and career counseling advising services.

Core Duties:

• Administer an area or program in student services, evaluate and recommend decisions on program eligibility. Review decisions recommended by other staff.
• Collaborate with others to help resolve program issues and concerns, interpret policies, and mediate complex and sensitive issues. May be tasked with evaluating and recommending program improvements.
• Resolve multi-dimensional matters in response to students in crisis, at risk, or who have other program issues, counsel students and parents on sensitive and confidential issues.
• Provide guidance and counsel, oversee and develop a wide range of programs and services, analyze effectiveness and make recommendations for future programs.
• Reconcile complex issues; analyze diverse transactions from multiple sources.
• Summarize data from multiple sources, prepare manage reports and presentations.
• Identify and evaluate data needs, manage the implementation and development of technology.
• Develop and implement plans for outreach efforts, develop and maintain external community and university liaison, represent department and university at meetings and events.
• Provide advice to students on a range of issues, including, but not limited to, academic progress, academic program policies, career plans, accessibility, community standards, etc., in order to guide them in making appropriate choices and decisions. May have to escalation issues to a senior advisor.
• Apprise students of research, fellowship and scholarship opportunities, make recommendations and may award grants.
• Serve as a subject matter expert to students and other departments; represent unit/department.
• May lead, create and contribute to development of business practices and organizational change to improve processes and workflow.
• May oversee, analyze and assist in financial processes and development of budgets.
• Serve as a key member of a project team.
• May train and supervise other staff, volunteers, student and temporary workers.

Minimum Education and Experience

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

Knowledge, Skills and Abilities:

• Strong communication skills to clearly and effectively communicate information to internal and external audiences, client groups, and management.
• Advanced analysis and problem solving skills.
• Advanced computer skills, including experience with Microsoft Office Suite.
• Advanced customer service skills.
• Relevant computer systems/technology experience.
• Understanding of financial transactions.
• Ability to ensure and apply compliance with legal, financial, and university policies and external regulations.