Scheduling Specialist

Ball State University; Muncie (IN); On-site; USD 34,000 - 38,000; Full time

Benefits offered by this job

Vacation days

Sick days

Holidays

Parental leave

Health and dental insurance

Disability and life insurance

Retirement benefits

Tuition assistance

Job summary

Ball State University seeks a Scheduling Specialist to coordinate course scheduling, faculty workload, and classroom assignments. You will handle critical data in Banner and FLAC, working with the Dean’s Office to ensure accurate scheduling and timely reports.

Collaboration with department chairs and faculty is essential during peak enrollment periods. The role requires attention to detail, problem-solving with data, and adherence to semester deadlines, with a start date of 10/19/2026 and a

Qualifications

• Associate’s degree or two years of related experience accepted in lieu of degree.
• At least one year of office administrative or secretarial experience.
• Strong communication skills and ability to work independently or collaboratively.

Responsibilities

• Maintain course and room schedule and faculty workload data in Banner.
• Coordinate and maintain data in FLAC system and prepare reports for Associate Dean.
• Monitor deadlines and calendars, ensure compliance with campus policies and deadlines.
• Review and adjust on-campus/off-campus class schedules and enrollments.
• Identify enrollment issues with Dean’s Office and adjust course loads and sections when needed.
• Create and update training documentation and disseminate changes to processes.

Skills

Strong communication skills

Independent work

Team collaboration

Education

Associate’s degree

Bachelor’s degree

Tools

Banner

R25

Degree Works

Job description

Position Title:

Scheduling Specialist

Salary Grade:

Staff 10

Compensation:

$16.50 - 17.84

Department:

TC Deans Office_E

Start Date:

10/19/2026

About this opportunity:

Join our team and play a key role in supporting the Teachers College! We are seeking a highly organized, detail-oriented professional to coordinate course scheduling, faculty workload, classroom assignments, and critical academic data. In this collaborative role, you’ll work closely with department chairs, faculty, and the Dean’s Office to help ensure courses are scheduled effectively, enrollment needs are addressed, and faculty assignments are accurate. If you enjoy problem-solving, working with data and technology, managing important deadlines, and partnering with others to keep complex processes running smoothly, this is an excellent opportunity to make a meaningful impact on the day-to-day operations of the college. Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.

What you’ll do and what you’ll bring:

Position Function: Maintain accurate course and room schedule and faculty workload data in Banner. Serve as the college’s primary contact for all issues related to schedule and faculty load data. Coordinate and maintain data in Faculty Load and Compensation (FLAC) system. Prepare data and related reports for Associate Dean. Available during peak enrollment periods, which is typically the last and first four weeks of each semester.

Duties & Responsibilities:

1. Monitor, troubleshoot and manage departmental and college course input into Banner. Work directly with department chairpersons in compiling faculty assignments (e.g. preliminary faculty loading reports, non-instructional load reports, final load reports, etc.) each semester in preparation for review and approval by the Dean’s Office; build and assign course load based on Dean’s Office oversight for faculty in Banner. Coordinate, enter and maintain data in FLAC; including entering instruction, non-instructional load and overloads into university systems.
2. Review and correct on-campus and off-campus schedule of classes each semester; review past course enrollments and individual program prerequisite enrollments to determine course needs. Verify credit hour values, dates of term, times and room assignments for courses; delete and/or add courses as necessary. Work with the Office of Teacher Education Services to create courses and add instructors of record. Closely monitor individual course enrollments and caps in consultation with the Dean’s Office; increase caps or open new sections as needed at the direction of the Dean’s Office. Check course offerings for conflicts with other courses offered at the university using Argos. Follow the University time configuration guidelines when creating courses to avoid student schedule conflicts.
3. Be aware and adhere to important semester and academic deadlines from Office of Registration and Student Records and the Office of Institutional Research and Decision Support. Deadlines include priority course registration and open registration dates, drop/add schedules, final grade postings, the assignment of general-purpose classrooms, classroom attribute deadlines, semester course roll schedules and final course build deadlines.
4. Work with the Dean’s Office to identify and problem solve enrollment issues related to full courses, establishing and monitoring wait lists, need for additional course sections, need to eliminate course sections, reassigning faculty when sections are cancelled and monitoring faculty FTE’s.
5. Assist in developing and monitoring data integrity standards for all schedule and faculty load related data. Specifically, create, maintain, and update relevant database systems and generate administrative reports, spreadsheets and lists of classes; update training documentation for course creation and disseminate changes to processes for inter-personnel.
6. Evaluate schedule requests for adherence to campus policies and procedures; contact departments for supplementary information and justifications, as necessary. Assist Dean’s Office in ensuring compliance with approved department course caps. Assist Dean’s Office in formulating requests for faculty overloads.
7. Provide support to Series 25 classroom space allocation and utilization software. Utilize Smart Catalog for pre-requisite requirements to determine course offering needs.
8. Attend trainings and workshops as needed related to position duties and responsibilities.
9. Maintain regular and predictable attendance.
10. Perform other related duties as assigned. Provide additional operational support for Teachers College Dean’s Office as needed.

Minimum Qualifications:

• Associate’s degree or an additional two years of related experience will be accepted in lieu of an associate’s degree.
• At least one year of office administrative, secretarial, or related experience.

Preferred Qualifications:

• Bachelor’s degree.
• Some experience using Banner and R25 (i.e. room scheduling software).
• Familiarity with Degree Works, academic procedures and college calendars, strong communication skills, ability to work independently as well as collaboratively.

What we offer:

At Ball State University, we understand the importance of balancing professional responsibilities with personal well-being. That’s why we offer paid 10 to 24 vacation days, 12 sick days, and 10 holidays a year. Plus, our paid parental leave (6 weeks) is there for life’s most significant moments. We offer affordable health and dental insurance, robust long-term disability and life insurance plans, as well a range of retirement benefits to provide financial security to you and your family. These benefits ensure that you can focus on your work and personal growth without worrying about the unexpected.

When you work for us, you are family. And to show our support of your family, we will cover 90 percent of your child’s (or children’s) undergraduate college tuition at Ball State. We do the same for you. In fact, we’ll cover 100 percent of the tuition costs for you to earn your undergraduate degree and 80 percent of your graduate tuition. This offer is good from the very first day you start. It’s just one way we do our part to uplift you.

Let’s fly together toward a secure and prosperous tomorrow.

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