Course Scheduling and Space Management Coordinator

The Course Scheduling and Space Management Coordinator is a key member of the academic operations team, responsible for the strategic planning, development, and execution of the institution's academic course schedule and classroom space assignments. This fast-paced, detail-oriented position ensures that academic offerings are scheduled in a way that maximizes room usage, supports student progression and faculty needs, and aligns with institutional goals for efficiency, accessibility, and student success.

Reporting to the Assistant Registrar, the Coordinator works in close collaboration with academic departments, the Registrar's Office, Facilities, and Information Technology to manage the course scheduling process from planning to implementation. This includes maintaining term timelines, ensuring accurate data entry, resolving scheduling conflicts, and recommending space utilization strategies. The role also involves reviewing data to inform space allocation decisions, identifying trends in classroom use, and supporting long-term space planning initiatives.

In addition to technical responsibilities, the Coordinator serves as a vital liaison and resource for department schedulers, faculty, and administrative staff. This includes providing training on scheduling tools and policies, offering support in resolving course planning issues, and promoting transparency and consistency across scheduling processes. The successful candidate will bring a detail-oriented, compliance mindset, strong communication skills, and a collaborative approach to optimizing the academic scheduling and space management operations of the institution.

• Space Management: Oversee classroom assignments, ensuring optimal use of general-purpose classrooms and department-managed spaces. Use space planning software and reporting tools to review utilization and identify opportunities for improvement. Coordinate with Facilities and IT to ensure classroom technology and setup meets instructional needs. Collaborate on capital planning projects by providing data and insight on space usage and academic scheduling trends. Support classroom reservation processes for academic events during and outside the academic term.
• Course Scheduling: Coordinate the development of the academic course schedule for residential campuses each term in collaboration with academic departments, including the approved list of Worldwide Course offerings. Maintain scheduling timelines, deadlines, and policies to ensure consistency and accuracy. Input, review, and maintain course section data in the student information system (PeopleSoft), Schedule 25 and other scheduling software. Monitor scheduling conflicts and work with departments to resolve issues related to instructor availability, room conflicts, and enrollment limits. Support cross-listed, co-located, and special session scheduling processes.
• Data Reporting and Analysis: Prepare reports on course offerings, classroom utilization, enrollment trends, and scheduling efficiency. Contribute to institutional research efforts related to academic planning, accreditation, and strategic initiatives. Maintain documentation on scheduling procedures, space allocation policies, and classroom inventory. Test software updates and audit data as required.
• Data Reporting and Analysis: Prepare reports on course offerings, classroom utilization, enrollment trends, and scheduling efficiency. Contribute to institutional research efforts related to academic planning, accreditation, and strategic initiatives. Maintain documentation on scheduling procedures, space allocation policies, and classroom inventory. Test software updates and audit data as required.
• Customer Service and Communication: Serve as the primary point of contact for faculty, staff, and academic administrators regarding scheduling and space issues. Provide training and support to department schedulers on systems, policies, and best practices. Develop communication materials and user guides related to scheduling processes.
• Customer Service and Communication: Serve as the primary point of contact for faculty, staff, and academic administrators regarding scheduling and space issues. Provide training and support to department schedulers on systems, policies, and best practices. Develop communication materials and user guides related to scheduling processes.
• Create and schedule Study Abroad, Exchange, Internship, GAETZ,Co-Op and Embry-Riddle Language Institute course and facilitate communication with registration area.
• Provide assistance with the daily operations of the Office of the Registrar and offer administrative support as required.

Required Qualifications:

• Bachelor's degree or Associate's Degree plus 2 years comparable experience.
• Minimum of 3-5 years of related administrative work experience.
• Comply with State, Federal, and University policies.
• Possess strong computer skills, including proficiency in Microsoft Office, Teams, student information systems and third-party software applications.
• Demonstrate excellent organizational skills, adaptability, problem-solving, research, and analytical abilities
• Contribute to a positive, inclusive, and team-oriented work environment as a highly motivated, self-directed, and capable team member who manages multiple tasks concurrently.
• Exercise sound judgment in handling various issues.