Scheduling Specialist

Ball State University; United States; On-site; USD 23,000 - 25,000; Full time

Benefits offered by this job

Vacation days

Parental leave

Health and dental insurance

Tuition benefits

Job summary

Ball State University is seeking a Scheduling Specialist to coordinate course scheduling, faculty workload, and classroom assignments within the TC Deans Office. The role requires meticulous data management in Banner and related systems, collaboration with department chairs and the Dean’s Office, and adherence to academic deadlines.

You’ll maintain course schedules, support enrollment needs, review enrollments and room assignments, and provide timely reports to leadership.

Qualifications

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

Responsibilities

• Maintain accurate course and room schedule and faculty workload data in Banner.
• Serve as the college’s primary contact for 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, typically the last and first four weeks of each semester.
• Monitor, troubleshoot and manage departmental and college course input into Banner; build and assign course load based on Dean’s Office oversight for faculty in Banner.
• Review and correct on-campus and off-campus schedule of classes each semester; 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.
• 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.

Skills

Communication skills

Organization

Data management

Teamwork

Education

Associate’s degree or 2 years related experience

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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• Provide support to Series 25 classroom space allocation and utilization software. Utilize Smart Catalog for pre‑requisite requirements to determine course offering needs.
• Attend trainings and workshops as needed related to position duties and responsibilities.
• Maintain regular and predictable attendance.
• 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.

Application Deadline

Application Deadline: October 19, 2026, 12:01 a.m.

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. Curious about our excellent benefits package? We have developed a calculator that show you the value of our core benefits. Select the Total Compensation Calculator - Staff (Exempt) and download our calculator spreadsheet. Goodness requires action to grow. We're dedicated to doing our part to keep goodness growing in Muncie, at our university, and as far beyond as possible. That's where you come in. When you join our team, you become part of goodness in action. Our main priority: uplifting students so they can discover their full potential. This is how we fly. There are about 3,000 full-time faculty and staff in the Ball State University work family. Each brings unique gifts to help us be the kind of institution we want to be.

• paid 10 to 24 vacation days
• 12 sick days
• 10 holidays a year
• paid parental leave (6 weeks)
• affordable health and dental insurance
• robust long-term disability and life insurance plans
• a range of retirement benefits
• cover 90 percent of your child's (or children's) undergraduate college tuition at Ball State
• cover 100 percent of the tuition costs for you to earn your undergraduate degree
• 80 percent of your graduate tuition

Ball State University is an equal opportunity employer. All qualified applicants will receive equal consideration for employment without regard to race, religion, color, sex (including pregnancy), sexual orientation, gender identity or gender expression, disability, genetic information, ethnicity, national origin or ancestry, age, protected veteran status, or any legally protected status.

Contact Melissa Rubrecht, Director of Employee Relations, at 765-285-1823 for assistance.

People and Culture Services Administration Building (AD), Room G008 2000 University Avenue Muncie, IN 47306 8:00 a.m.-5:00 p.m. Monday-Friday Phone: [phone] Fax: [phone]