Course Scheduling Manager, College of Fine Arts

The University of Texas at Austin; Austin (TX); On-site; USD 65,000 - 70,000; Full time

Benefits offered by this job

100% employer-paid basic medical cover

Retirement contributions

Paid vacation and sick time

Paid holidays

Job summary

The University of Texas at Austin's College of Fine Arts is seeking a Course Scheduling Manager to build a sustainable, college-wide scheduling service. You will lead a centralized team, coordinate with departments, and align with the Registrar's Office to manage room usage, enrollment, and class schedules each semester.

This role requires strong consensus-building, project management, and attention to detail.

Qualifications

• Bachelor's degree required.
• Three years of experience in academic course scheduling, registrar operations, or academic administration in higher education.
• Experience managing complex, deadline-driven processes with multiple stakeholders.
• Experience with student information systems and pulling and analyzing reports.
• Proficiency with Microsoft Excel or similar spreadsheet tools.

Responsibilities

• Course Scheduling Management: Manage departmental services and processes, projects, and reports related to the College of Fine Arts semesterly course scheduling. Lead all stages of the scheduling cycle and create room reservations and schedule classes based on student needs.
• Leadership, Coordination, and Stakeholder Relations: Coordinate college-wide scheduling initiatives and advise unit schedulers. Liaise with Registrar's Office and keep processes aligned with university norms.
• Enrollment and Registration: Set seat reservation ratios, process add/drop requests, manage waitlists and prerequisites, respond to student questions, and pull relevant reports.

Skills

Effective Communication

Teamwork

Accuracy and Attention to Detail

Problem Solving

Service Excellence

Education

Bachelor's degree

Tools

Microsoft Excel

Job description

Job Posting Title: Course Scheduling Manager, College of Fine Arts

Hiring Department: College of Fine Arts

Position Open To: All Applicants

Weekly Scheduled Hours: 40

FLSA Status: Exempt from FLSA

Earliest Start Date: Immediately

Position Duration: Expected to Continue

Location: UT MAIN CAMPUS

Job Details

Do you love a good puzzle?

Are you the person who reads the rulebook before game night?

Does juggling rooms, schedules, and deadlines sound like a fun challenge to you?

If so, this job is for you.

The College of Fine Arts is looking for a curious, creative problem-solver to help build a sustainable course scheduling service model across our schools and departments. We're looking for a leader with excellent consensus-building skills. You'll fit together rooms, faculty, students, and deadlines each semester while growing your project management skills, all inside a community of artists, performers, and designers. If a fun challenge in the arts sounds like your kind of game, we'd love to hear from you.

Benefits package

• 100% employer-paid basic medical coverage
• Retirement contributions
• Paid vacation and sick time
• Paid holidays
• Other services and perks.

This job description may not contain all assigned duties, responsibilities, or aspects of the job described. Even if you don't qualify or have specific experience in every facet of this role, we encourage you to apply.

Purpose

The College of Fine Arts Course Scheduling Manager will build an infrastructure to lead course scheduling for all academic units in the college. Starting initially to support the Department of Art and Art History, this role, over time, supervises a centralized team of course schedulers and serves as the college's primary liaison to the Registrar's Office. The role also oversees course inventory, enrollment, course instructor surveys, audits, and grade reporting.

Responsibilities

• Course Scheduling Management: Manage departmental services and processes, projects, and reports related to the College of Fine Arts semesterly course scheduling process. Lead all stages of the scheduling cycle: gather enrollment and staffing plans from Area Heads and Assistant Chairs in the Original Phase, finalize proposals at Chair Proof, and complete data clean-up at Advanced Copy. Create room reservations and schedule classes based on student and program needs, including individual student testing where required. Manage the timeline of the course scheduling process across the college for College of Fine Arts-owned rooms and general-purpose classrooms (GPCs). Manage state reporting of room utilization in IRRIS.
• Leadership, Coordination, and Stakeholder Relations: Coordinate college-wide scheduling initiatives and advise unit-level schedulers on policies and best practices. Liaise with the Registrar's Office to keep the College of Fine Arts process aligned with university processes. Assess and improve defined processes that connect academic units, College of Fine Arts programs, and the University Registrar. Build effective, collaborative relationships with internal stakeholders in academic departments, business operations (for instructional budgeting), and university offices. Provide updates to College of Fine Arts stakeholders and the Registrar's Office, adhering to strict timelines.
• Enrollment and Registration: Set seat reservation ratios for department-specific students in graduate and undergraduate courses using Seat Management software, in consultation with faculty and advisors. Process non-major add/drop requests in "Student Complete" during registration periods. Oversee course restrictions, waitlists, and prerequisites, and notify waitlisted students of open seats through Secure Academic Notes (SAN) in Advisor's Toolkit. Maintain online registration information for non-majors and respond to student questions about registration and audits. Pull and analyze relevant reports from course management systems, recommending solutions where applicable.
• Course Inventory Management: Manage each department's course inventory in the Course Inventory Management system during the annual and supplemental revision windows, including course creation, retirement, and relationships with courses in other departments and CSUs.
• Course Instructor Surveys: Manage course instructor surveys, including verifying data accuracy, correcting cross-listed section assignments, assigning TAs to large sections, and setting survey dates for courses shorter than a full semester. Communicate survey timelines and expectations to faculty, maintain historical records.
• Enrollment Audits and Grade Reporting: Verify meeting information, class groupings, and instruction modes in FASET at the start and end of each semester, including web-based, under-enrolled, and off-campus courses. Update individual instruction records and faculty assignments so grades can be entered. Serve as Grade Reporting Representative: assist faculty with grade changes and confirm grades are submitted on time each semester.

Required Qualifications

• Bachelor's degree.
• Three years of experience in academic course scheduling, registrar operations, or academic administration in higher education.
• Experience managing complex, deadline-driven processes involving multiple stakeholders.
• Experience with student information systems and pulling and analyzing reports.
• Proficiency with Microsoft Excel or similar spreadsheet tools.
• Required Competencies:
  • Effective Communication
  • Teamwork
  • Accuracy and Attention to Detail
  • Problem Solving
  • Service Excellence

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Master's degree.
• Experience with UT Austin systems such as the Course Schedule, Course Inventory Management, Seat Management, FASET, IRRIS, Advisor's Toolkit, etc.
• Supervisory or team leadership experience.
• Experience scheduling courses for arts or performance programs, including studios, labs, rehearsal, and performance spaces.
• Experience with instructional budgeting or room utilization reporting.
• Experience leading process improvement projects.

Salary Range

$65,000 - $70,000

Working Conditions

• Typical office environment
• Prolonged screen time
• Repetitive use of a keyboard at a workstation
• Use of manual dexterity
• Periods of high workload around semesterly scheduling and registration deadlines

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Employment Eligibility

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

Background Checks

A criminal history background check will be required for finalist(s) under consideration for this position.

Equal Opportunity Employer

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

Pay Transparency

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

Employment Eligibility Verification

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

Compliance

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.