Scheduling Coordinator

Type of Appointment: Full Time Long-Term Temporary

Job Classification:Administrative Analyst/Specialist - Non-Exempt

Anticipated Hiring Range: $4799 per month

Work Schedule:Monday-Friday 8:00 AM - 5:00 PM


THE DEPARTMENT:

The Office of Academic Planning is one of seven areas in central Academic Affairs that serve the student and faculty population. The Office provides strategic tactical and administrative leadership and oversight on matters related to class scheduling academic policies the Academic Senate and the Academic Master Plan.

DUTIES AND RESPONSIBILITIES:

Class Schedule and Space Utilization

• Monitor the university class schedule in PeopleSoft and make adjustments as necessary. Respond to requests and questions from campus partners related to the class schedule and final exam schedules. As appropriate input data into PeopleSoft some of which may require lengthy entries for multiple class sections. Run reports as appropriate related to the class schedule. Run PeopleSoft processes as appropriate related to the class schedule.
• Work within the 25Live environment to complete academic department/office requests for academic spaces analyze room requests from individual colleges/departments and determine the best utilization of classrooms for the entire campus.
• Implement campus policies related to class and event scheduling.
• Provide training as appropriate related to class and event scheduling.
• Use independent judgment to make decisions interpret and apply the policy and procedure for room scheduling requests.
• Provides solutions to the day-to-day issues that arise with academic space requests and class scheduling.
• Independently handles multiple work priorities and is accountable for work results.
• Establish and maintain effective working relationships within the department the colleges and the university campus.
• Maintain standard operating procedures for class and academic space scheduling (including but not limited to).
• Set units or correct the units for Variable Unit classes in Adjust Associations
• Cleaning up Multiple Components in Adjust Associations
• Add new or update existing instructors in Instructor/Advisor
• Combine class sections
• Link co-requisite class sections in Adjust Class Associations and Enrollment Requirement Group
• Adding Course Topics to the PS Course Catalog to be used in the schedule of classes
• Cleanup of Class Topic ID in Basic Data and Meetings tabs
• Adding Honors or Service-learning Courses to the PS Course Catalog including setting-up Enrollment Requirement Groups and creating Equivalent Course Groups
• Run Class Roll
• Assist with creating Permission Numbers for classes scheduled by Office of Academic Planning
• Add Course Match Class Attributes to approved CM class sections each term (FONVCM)
• Assist with Final Exam data input
• Perform testing for MP updates in PeopleSoft non-production

Data Analysis Reporting and Metrics Tracking

• Prepare routine analyses including room utilization reports class time module.
• Analysis low enrollment high-demand schedule of classes and large lecture room use.
• Prepare the academic space use and schedule of classes analysis.
• Prepare ad-hoc reports and analyses as requested.
• Run specialized reports requested.
• Run routine reports to assist departments with scheduling.
• Report and track metrics related to the class schedule and instructional space utilization.
• Work with the colleges and departments to correct class scheduling errors in preparation for APDB reporting. Create and analyze reports to make accurate projections that will assist college schedulers with the appropriate use of classroom and lecture spaces. Compile and present data reports concerning academic space use and schedules. Routine reports include: Class schedules Instructional space utilization Faculty workload APDB faculty workload Classroom utilization Classroom Schedule Classroom optimization Final exam schedules
• Coordinate semester enrollment and waitlist activity with the Registrars Office. Runs and analyzes reports to cancel zero-enrollment classes.
• As directed work with IT to design unique PeopleSoft reports queries and scripts related to the class schedule.

Coordinates Training

• Coordinate and participate in class scheduling and PeopleSoft training for all college and department schedulers. Ensure college schedulers adhere to established timelines guidelines processes and procedures when creating semester class schedules. Provide security access to PeopleSoft for college schedulers.

Class Scheduler for Other Programs

• Serve as the class scheduler for unique programs such as scheduling MSL classes for ROTC.
• Website Keep all information related to the class schedule current on the website (under the scheduling resources).
• Communicate with college and department schedulers when new materials are posted.

QUALIFICATIONS:

• Bachelors Degree - AND/OR the equivalent training and administrative work experience involving study analysis and/or evaluation leading to the development or improvement of administrative policies procedures practices or programs.
• Working knowledge of general practices program and/or administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of budget policies and procedures; ability to learn interpret and apply a wide variety of policies and procedures relating to and impacting the applicable program organizational unit and/or administrative specialty; knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects including handling multiple priorities; ability to make independent decisions and exercise sound judgment; ability to compile write and present reports related to program or administrative specialty; demonstrated ability establish and maintain cooperative working relationships.

PREFERRED QUALIFICATIONS:

• Previous work in a higher education setting in an academic unit.
• Experience involving study and analysis of class and room scheduling.
• Working knowledge of policies regarding campus space use.
• Proficient in Microsoft Office software applications and database management (Excel Access).
• Ability to produce accurate work Thorough knowledge and understanding of PeopleSoft Course Catalog and Schedule of Classes functionality
• Familiarity with University academic regulations and procedure
• Thorough understanding of the impact of curriculum changes upon other areas of the University
  
  

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSUs mission is to prepare educated responsible individuals to contribute to Californias schools economy culture and future. As an agency of the State of California the CSUs business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information go to theCalifornia State University Out-of-State Employment Policy.

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information and/or it is discovered that the candidate knowingly withheld or falsified determining the suitability of the candidate for the position Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature gravity and recency of the conviction the candidates conduct performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information go to theCalifornia State University Background Check Policy.

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 9. The CSU Classification Standards for this position are located on theCSU Classification Standards website. The CSU Salary Schedule is located on theCSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $4799 and maximum $6992 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United compliance with federal law all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information go theI-9 Acceptable Documents website.

University Driving Requirement

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Drivers license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points if their license is Class C or 4. Not have more than 5 DMV Points if their license is Class A B or C with endorsements. For more information go to theAuthorized University Driver Policy.

Conflict of Interest

This position is a designated position in the California State Universitys Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information go to theConflict of Interest policy.

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act California Education Code section 67380 and the Higher Education Opportunity Act (HEOA) Cal Poly Pomonas Annual Security Report and Annual Fire Safety Report are available for viewing at theCal Poly Pomonas Annual Security ReportandCal Poly Pomonas Annual Fire Safety Report.

Pay Transparency Nondiscrimination

As a federal contractor Cal Poly Pomona 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. For more information see thePay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at. For more information go toEmployment Notices.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race sex color ethnicity or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964 Title IX of the Education Amendments of 1972 the Americans with Disabilities Act (ADA) Section 504 of the Rehabilitation Act the California Equity in Higher Education Act Californias Proposition 209 (Art. I Section 31 of the California Constitution) other applicable state and federal anti-discrimination laws and CSUs Nondiscrimination Policy. We prohibit discriminatory preferential treatment segregation based on race or any other protected status and all forms of discrimination harassment and retaliation in all university programs policies and practices.

Other Notices

For other important employment notices we invite you to visitCal Poly Pomonas Employment Noticesweb page.