TITLE Scheduling Coordinator
CLASSIFICATION NUMBER 5870
IMMEDIATE SUPERVISOR Director of Institutional Research
MAJOR ADMINISTRATOR Provost
The Scheduling Coordinator serves as system administrator for the scheduling and space management system (R25). The reviews the course scheduling of university space to maximize space utilization and monitors the master schedule to ensure compliance with class scheduling and space policies. The Scheduling Coordinator resolves course placement requests, disputes, and conflicts among academic schedulers. The Scheduling Coordinator manages space information for R25 and Banner and determines if classrooms are available for use. The Scheduling Coordinator proposes new programming to support decision-making and prepares building and room utilization reports.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school education is required.
Experience: Three years of experience working with database applications, running queries, creating database tables, and working with word processing and spreadsheet applications is required. Experience in maintaining a facilities database is preferred. Experience in providing technical training is preferred.
Skill: Word processing and spreadsheet application skills are required; database experience is required. Data entry and keyboarding skills are required. Good oral and written communication skills are required. The ability to work independently without direct supervision is required. Accuracy and attention to detail is required.
Other: Significant data entry, requiring extended periods of time working at a PC, is required.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Contributes to the efficient use of classroom space by maintaining the flow of scheduling information from Banner to R25 by requesting the download of classes from Banner to R25 for active semesters and starting the Vcal process daily to maintain accurate data flow from the Banner class scheduling system to the R25 system.
2. Identifies scheduling errors by creating searches on R25 and contacts academic space schedulers to resolve conflicts while meeting the needs of those involved.
3. Ensures the accuracy of event record postings by regularly monitoring the Webviewer master calendar software.
4. Provides accurate space information for the Springfield, Mountain Grove, and West Plains campuses and off-campus facilities by creating, editing, and updating space information on the Banner and R25 systems.
5. Coordinates the scheduling of final exam space by creating and updating data in the Final Exam Table on the SIS interface, exporting Final Exam information in R25, and resolving space conflicts.
6. Provides event scheduling for the University and general public by viewing and authorizing event requests, monitoring and tracking reservations and logistical information, providing logistical information to academic and administrative schedulers such as space, event description, and technical requirements, and determining when an event request requires further review.
7. Helps to improve the classroom scheduling process by monitoring scheduling processes and operations, troubleshooting database problems and errors, and working with a database analyst to maintain the scheduling and space management database.
8. Facilitates and coordinates changes to scheduled rooms by re-assigning rooms in the event of an emergency, assisting law enforcement authorities in locating classrooms or events, coordinating with Design & Construction and Facilities Management concerning maintenance, building opening and closing, and reassignment of department courses, and providing alternate schedule options for classes and events.
9. Provides information to decision makers by running queries, room matrixes, time conflict reports, confirmation reports, room usage reports, and building utilization reports and developing comparative data modules.
10. Ensures room codes are satisfactory to the Postsecondary Education Facilities Inventory and Classification Manual (FICM) standards.
11. Helps to assure the success of the Office of Institutional Research performing all other duties as assigned.
The Scheduling Coordinator is supervised by the Director of Institutional Research and may supervise student workers.
OFFICE OF HUMAN RESOURCES
REVISED JULY 2010
JOB FAMILY 1
Factor 1: Educational/Experience Requirements of the Job
Level 5 - 680 Points: A combination of education and experience equivalent to a Level 5 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.
Factor 2: Complexity and Technical Mastery
Level 3 - 220 Points: Considerable skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, and the ability to work independently and coordinate a variety of activities and events are required.
Factor 3: Responsibility for the Work of Others
Level 1 - 0 Points: No responsibility for the work of others.
Factor 4: Guidelines
Level 3 - 220 Points: The work involves carrying out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the incumbent must select from the most appropriate of several guidelines, and make minor adjustments to methods. The incumbent uses judgment in interpreting and adapting guidelines such as University policies, regulations, precedents, and work directions for application to specific cases or problems. The incumbent makes decisions regarding most deviations from the guidelines but major deviations from guidelines are referred to the supervisor. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on assignment, incumbents use diverse but conventional methods, techniques, or approaches. Jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.
Factor 5: Contacts
Level 4 - 205 Points: The purpose of interactions is to solve recurring and structured problems, to provide specialized or technically precise information to others, and/or to plan or coordinate work efforts with other employees. Contacts involve cooperation and coordination and may involve the organization of activities of programs requiring working relationships among several parties. While contacts may require some level of persuasion, potential for conflicts and disputes are relatively minor. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public.
Factor 6: Work Impact
Level 3 - 300 Points: Work activities normally address conventional problems or situations with established methods to supply other employees with information, services, or products they use to perform their work. Work products or services facilitate the work of other employees and directly affects the ability of other employees to timely complete specific tasks or processes. Work activities may affect the quality of services provided to moderate numbers of employees, students, or the public, but the services, information, or products provided have relatively minor effects on the welfare of the affected groups.
Factor 7: Physical Effort and Work Environment
Level 1 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.