Job Description

OVERALL PURPOSE OF THE JOB:

The Academic Scheduler is responsible for planning, developing, and maintaining academic course schedules to support program delivery and student progression. This role uses data analysis, forecasting, and collaboration with academic leadership, registrar's office, admissions, and advising predicting course demand, determine appropriate course sections, and ensure efficient faculty and resource allocation aligned with institutional goals.

ORGANIZATIONAL DIMENSIONS OF JOB:

The Academic Scheduler works closely with Deans, Program Chairs, and operational staff to coordinate course offerings across academic terms. The position requires frequent interaction with multiple departments and plays a key role in enrollment planning, academic operations, and student success. The role operates independently while supporting institutional strategy through data-informed scheduling decisions.

DUTIES:

• Develop, coordinate and maintain academic course schedules for assigned programs and academic terms.
• Analyze historical enrollment data to forecast course demand and identify trends.
• Predict staffing needs based on enrollment projections, program requirements, and faculty availability.
• Recommend course section additions, reductions, or cancellations based on data analysis and institutional goals.
• Collaborate with Deans and Program Chairs to ensure appropriate course sequencing and availability.
• Utilize Excel, Salesforce, and/or other data analytics tools to track enrollment patterns, generate reports, and support decision-making.
• Maintain accuracy of course data within Student Information Systems (SIS) and scheduling platforms.
• Monitor course fill rates and make adjustments to optimize student access and resource utilization.
• Identify scheduling conflicts and implement solutions proactively.
• Support faculty workload planning and ensure alignment with staffing models.
• Assist in academic calendar planning and scheduling timelines.
• Generate reports and dashboards related to enrollment trends, scheduling efficiency, and capacity utilization.
• Participate in continuous improvement efforts to enhance scheduling processes and systems.

Qualifications:

• Bachelor’s degree in higher education administration, business, data analytics, or related field required.
• Minimum of 2 years of experience in academic scheduling, enrollment management, or data analysis (higher education preferred).
• Advanced proficiency in Microsoft Excel (e.g., pivot tables, formulas, data analysis).
• Experience with Salesforce or similar CRM/analytics platforms.
• Familiarity with Student Information Systems (e.g., Banner, Colleague, Workday Student) and scheduling software preferred.
• Strong analytical, forecasting, and data interpretation skills.
• Ability to manage multiple priorities, deadlines, and complex workflows.
• Strong attention to detail and commitment to accuracy.
• Excellent collaboration, communication, and organizational skills.

COMPETENCIES INCLUDE:

Analytical – Synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs workflows and procedures.

Customer Service – Responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service or assistance; meets commitments.

Dependability – Follows instructions, responds to management directions; takes responsibility for own actions, keeps commitments, completes tasks on time or notifies appropriate person with an alternate plan.

Ethics – Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organization values.

Leadership – Exhibits confidence in self and others; inspires and motivates others to perform well; effectively influences the actions and opinions of others; inspires respect and trust; accepts feedback from others.

Oral & Written Communication – Has proven writing and editorial skills. Speaks and writes clearly, informatively, and persuasively in positive or negative situations; varies in style to meet needs; listens and gets clarification; responds well to questions; demonstrates group presentation skills; presents data effectively.

Organizational Support – Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values.

Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.

Professionalism – Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for their own actions; follows through on commitments.

Quality Management – Looks for ways to improve and promote quality; demonstrate accuracy and thoroughness.