Coordinator, Strategic Scheduling Systems

Austin Community College District; United States; Hybrid; USD 58,000 - 72,000; Full time

Benefits offered by this job

Medical benefits

Retirement plans

TRS/ORP

Job summary

Austin Community College District seeks a Coordinator for Strategic Scheduling Systems to manage Ad Astra and related scheduling tools, ensuring accurate data and efficient workflows. You will support space planning, reporting, and system configurations in collaboration with IT, instructional leadership, and operations.

Responsibilities include training staff, maintaining documentation, and aligning scheduling with institutional goals for accessible, predictable course scheduling and optimal use

Qualifications

• Bachelor's degree required; related work experience may substitute.
• Experience with scheduling systems and higher education ERP is preferred.
• Ability to manage projects and coordinate stakeholders.

Responsibilities

• Maintain and update scheduling systems, parameters, and data.
• Coordinate classroom assignments and space prioritization processes.
• Lead scheduling-related software administration and configuration.
• Train staff and develop user guides for scheduling tools.
• Provide reporting and documentation for scheduling operations.

Skills

Scheduling systems

Analytical skills

Project management

Communication skills

Team coordination

Education

Bachelor's degree in business, CS, or IS

Tools

Ad Astra

Ellucian Colleague

Banner

ERP systems

Job description

Job Posting Title

Coordinator, Strategic Scheduling Systems

Job Description Summary

The Strategic Scheduling Systems Coordinator supports the operational administration, configuration, and continuous improvement of the Austin Community College's (ACC) strategic scheduling systems and related workflows. Working within the Office of Strategic Scheduling, this position serves as the primary operational lead for scheduling-related technology platforms, including Ad Astra and associated scheduling tools, and supports the College's centrally coordinated, student-centered scheduling processes. The Coordinator collaborates closely with instructional leadership, Information Technology, campus operations, and other stakeholders to ensure scheduling systems are functioning effectively, aligned with institutional priorities, and responsive to operational needs. The role focuses on operational systems stewardship, workflow coordination, scheduling process support, troubleshooting, reporting, training, documentation, and maintenance of scheduling-related technologies and associated operational data. The position supports ACC’s institutional goals for predictable, responsive, and optimized scheduling by helping maintain accurate scheduling data, efficient workflows, and effective use of instructional space and scheduling resources.

Job Description

Supervision Received and Exercised Operates under the direct supervision of the department manager or designated supervisor. While the role does not typically include formal supervisory responsibilities, the Coordinator may oversee limited hourly staff, including interns and temporary employees, and coordinate schedules. They may provide guidance to junior staff or new hires as part of onboarding and training processes. The position is expected to work independently on routine tasks while seeking direction for more complex assignments.

Competency Expectations

Coordinate activities within the programmatic area and/or department. Create, maintain, and execute detailed plans for small to medium sized activities, initiatives, and/or projects. Coordinate college personnel (possibly including outside personnel or industry partners) to support the planning, delivery, and execution of programs; coordinate schedules, hourly staff, materials, and participant documentation to ensure smooth operations and successful outcomes. Support essential operational coordination for department. May be expected to train, coach, direct, and coordinate assigned personnel while adhering to organizational human resource policies and procedures as well as related employment laws.

Description of Duties and Tasks

Schedule Development Coordination

• Schedule Development Coordination Coordinate the ongoing operational administration, maintenance, and updating of scheduling systems, scheduling parameters, room attributes, meeting patterns, validation rules, workflow settings, and related scheduling data.
• Maintain schedule development timelines, milestones, and planning calendars and track completion of schedule-related deliverables.
• Support intake, tracking, and management of scheduling requests through established workflows.
• Coordinate classroom assignments and space prioritization processes to help ensure instructional needs are addressed while balancing broader campus operational demands.
• Participate in strategic scheduling initiatives and operational projects that support institutional goals related to student access, progression, completion, and effective resource utilization.

Scheduling Software Systems

• Serve as the primary operational lead for scheduling-related software systems, including Ad Astra and related scheduling applications or modules.
• Triage, investigate, and coordinate the resolution of scheduling system issues in collaboration with Information Technology and relevant governance groups.
• Manage and maintain academic course-related system configurations, validation rules, scheduling parameters, room attributes, and operational settings within scheduling systems.
• Coordinate with Information Technology governance structures and operational stakeholders to communicate scheduling-related needs, support implementation efforts, and ensure consistent operational practices.
• Support the alignment and integration of scheduling systems with the student information system and related institutional platforms.

Training, Documentation & Communication

• Develop, maintain, and update operational documentation, user guides, workflow procedures, training resources, and system support materials related to scheduling systems and processes and college-wide development timelines.
• Provide training, troubleshooting assistance, and ongoing operational support related to scheduling systems, scheduling workflows, reporting tools, and best practices.
• Support the implementation and ongoing operational use of strategic scheduling tools, dashboards, and reporting resources.

Job Requirements

Knowledge: Understand and apply administrative procedures, principles, and practices. Utilize organizing and planning practices. Operate learning management systems and web learning tools. Plan and manage events efficiently. Understand the services and functions of educational institutions. Supplemental Knowledge: Business acumen to effectively identify and organize system solutions. Project management, program design, and implementation. Skills: Maintaining an established work schedule and managing competing priorities in a fast-paced operational environment. Using strong analytical, planning, organizational, and time management skills. Developing and delivering training content. Utilizing effective technical writing and presentation skills. Developing workflow scenarios and test cases. Possess a customer-oriented, collaborative, and solutions-focused mindset. Effectively using interpersonal and communication skills, including tact, diplomacy, facilitation, and collaboration with stakeholders. Maintaining confidentiality of work-related information, records, and materials. Technology Skills: Effectively use project management, workflow management, and productivity tools to coordinate data workflows, projects, timelines, deliverables, and collaborative work processes.

Minimum Qualifications

Education: Bachelor's degree. Four (4) years of related work experience or associate’s degree plus two (2) years of related work experience can be substituted for the required education (plus the required experience noted below). Preferred Education: Bachelor's degree in business, computer science, information systems, or related field. Experience: One (1) year related experience. Preferred Experience: Work experience in higher education. Working knowledge of Enterprise Resource Planning (ERP) and Student Information systems, especially Ellucian Colleague and Banner. Experience supporting the technical administration of enterprise scheduling systems (e.g., Ad Astra), including configuration, maintenance, troubleshooting, and user support responsibilities. Proficiency with personal computers and relevant software applications.

Physical Demands and Work Environment

Physical Demands: Standard office environment. Work Environment: This position falls under ACC's Remote/In-Person framework.

Salary Range (PG 6)

$57,802 - $72,251

Benefits

• Full-time faculty and staff employees who work in full-time and/or part-time positions at the college are eligible for ACC medical benefits effective the first of the month after their first 60 days of employment.
• Benefits include medical, dental, life insurance, short- and long-term disability, retirement plans, and AD&D.
• ACC does not participate in Social Security.
• ACC participates in the Teacher Retirement System of Texas (TRS) and the Optional Retirement Program (ORP-Faculty and Administrators Only).
• Hourly employees participate in the ACC Money Purchase Plan (ACCMPP) as a retirement program required by federal law.

Clery Act

As required by the US Department of Education, employees are required to report violations under Title IX and, under the Jeanne Clery Campus Safety Act (Clery Act), select individuals are required to report crimes. If this position is identified as a Campus Security Authority (Clery Act), you will be notified, trained, and provided resources for reporting. Austin Community College produces an Annual Security Report as required by the Clery Act. This report includes statistics from the previous three years concerning reported crime that occurred on campus; public property adjacent to and accessible from campus; and in certain non-campus buildings/property owned or controlled by ACC. The report includes institutional policies concerning campus security and other safety information. For direct access to the current Annual Security Report, visit www.austincc.edu/asr . You may obtain a hard copy by contacting the Clery Compliance Officer ([e-mail]). For an overview, see ACC's Clery Act website.

Disclaimer

The above description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. ACC reserves the right to add, change, amend, or delete portions of this job description at any time, with or without notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by ACC at its discretion to enable individuals with disabilities to perform essential functions of the job.

Contact Information

When applying for a position that requires a college degree or certification from an accredited institution, request from the awarding institution official transcripts and send them directly to: ACC Highland Business Center Attention: E.M. Breedlove, Employment Manager 5930 Middle Fiskville Road, Austin, TX 78752. Photocopies or transcripts stamped 'issued to student' are not accepted. Full-time faculty and staff employees who work in full-time and/or part-time positions at the college are eligible for ACC medical benefits effective the first of the month after their first 60 days of employment.