Coordinator, Scheduling/Catalog

Northern Kentucky University; Highland Heights, Northern (KY, KY); Hybrid; USD 40,000 - 55,000; Full time

Job summary

Northern Kentucky University is seeking a Coordinator, Scheduling/Catalog to manage course scheduling, room assignments, and the undergraduate catalog publication. You will collaborate with academic and administrative departments and support event planning across campus.

Responsibilities include maintaining SAP and Ad Astra data, generating reports, training new staff, and serving as the catalog’s primary editor and approver for updates. This role is based on NKU’s Highland Heights campus.

Qualifications

• Bachelor's degree with 2 years of related experience.
• Proficient in SAP and Ad Astra scheduling tools.
• Experience with reporting tools and data analytics.
• Strong attention to detail and communication skills.
• Public speaking or training experience preferred.

Responsibilities

• Enters and updates Course Sections in SAP and Ad Astra submitted through Event Planning Add/Change/Cancel forms daily.
• Assigns classroom space to sections.
• Assist academic departments with issues in entering section through the event planning applications.
• Disperses communication throughout campus community in regards to schedule building and items that require action.
• Conducts training sessions for new personnel across the campus that will be working within Event Planning.
• Approves classroom space for non academic events through Ad Astra.
• Maintains rooms and buildings contained within SAP and Astra.
• Resolves conflicts with events.
• Runs timely reports from SAP and Ad Astra to ensure that classrooms are assigned to sections and for conflict free room assignments for events.
• Also provide reports to evaluate room utilization, potential conflicts, and provide meaningful analytics.
• Utilizes Crystal Reports to provide detailed and customized reports for data within Ad Astra.
• Reviews reports and surveys cycles of class/event scheduling to continually streamline and simplify processes.
• Perform optimization runs as required.
• Serves as the primary catalog coordinator at the undergraduate level.
• Reviews content for accuracy from university departments.
• Reviews content for accuracy and facilitates the collaboration with the pertinent university departments and offices; monitors the curricular process; provides support to users of the online catalog.
• Serves as the final approver and editor for every proposed change in the catalog’s database.
• Publishes the catalog as required (typically annually).

Skills

Effective communication

Attention to detail

Public speaking

Customer service

Education

Bachelor's degree

Tools

SAP

Ad Astra

Crystal Reports

Microsoft Office Suite

Job description

Position Title: Coordinator, Scheduling/Catalog

Position Type: Regular

About the Role

To advance the focus on student success, this position will be responsible for coordination of class scheduling, booking rooms for courses, and university-wide events within SAP and Ad Astra (room scheduling software). This position is responsible for the creation and maintenance of the University's undergraduate catalog that is published annually. Collaboration with academic and administrative departments across the university is vital. This position will assist the Assistant Registrar of Systems, as well as any additional duties assigned by Office of the University Registrar administration.

Course Section Maintenance in SAP and Ad Astra

• Enters and updates Course Sections in SAP and Ad Astra submitted through Event Planning Add/Change/Cancel forms daily.
• Assigns classroom space to sections.
• Assist academic departments with issues in entering section through the event planning applications.
• Disperses communication throughout campus community in regards to schedule building and items that require action.
• Conducts training sessions for new personnel across the campus that will be working within Event Planning

Event Scheduling

• Approves classroom space for non academic events through Ad Astra.
• Maintains rooms and buildings contained within SAP and Astra.
• Resolves conflicts with events

Reporting

• Runs timely reports from SAP and Ad Astra to ensure that classrooms are assigned to sections and for conflict free room assignments for events.
• Also provide reports to evaluate room utilization, potential conflicts, and provide meaningful analytics.
• Utilizes Crystal Reports to provide detailed and customized reports for data within Ad Astra.
• Reviews reports and surveys cycles of class/event scheduling to continually streamline and simplify processes.
• Perform optimization runs as required.

Catalog Coordination and Publication

• Serves as the primary catalog coordinator at the undergraduate level.
• Reviews content for accuracy from university departments.
• Reviews content for accuracy and facilitates the collaboration with the pertinent university departments and offices; monitors the curricular process; provides support to users of the online catalog.
• Serves as the final approver and editor for every proposed change in the catalog’s database.
• Publishes the catalog as required (typically annually).

Position Requires

• Bachelors degree and 2 years of related experience
• Ability to easily navigate and utilize the Microsoft Office Suite.
• Experience with SAP and relevant work within collegiate studies is preferred, as well as experience with reporting tools.
• Must have strong attention to detail.
• Previous experience with training or public speaking is preferred, while strong communication skills are required.
• Good customer rapport skills needed.

Why Work at Northern Kentucky University

At NKU, our work revolves around three things: opening doors, helping people finish what they start, and connecting learning to real life. Those pillars-Access, Completion, and Career & Community Engagement-aren’t just strategic-plan wallpaper. They shape how we hire, how we serve students, and how we show up for the region. If you want your work to matter—NKU is a place where you can see your impact every day.

About NKU

Northern Kentucky University is a public, student-centered institution located just minutes from downtown Cincinnati. Our vision is clear: to be nationally recognized as a student-ready, regionally-engaged university that empowers diverse learners for economic and social mobility. We focus on opening doors, supporting students through graduation, and connecting learning to real opportunity in our region. NKU offers the reach of a comprehensive university with the feel of a close, collaborative campus.