Job Details

Coordinator, Curriculum and Academic Scheduling

FLSA Status: Nonexempt

Market Reference Range (MRR): 8

Months Per Year: 12

Employment Status: Full-Time

Work Model: Hybrid Eligible*

Seattle University will be one of the most innovative and progressive Jesuit and Catholic universities in the world, educating with excellence at the undergraduate, graduate, and professional levels. We embrace an intersectional framework for defining diversity in its broadest sense, including differences in gender, gender identity, race, ethnicity, generational history, culture, socioeconomic class, religion, sexual orientation, national origin, citizenship status, political perspectives, geographic origin and physical ability. Seattle University strives to be a welcome, open and safe campus climate for all who learn, live and work at Seattle University.

Seattle University's Core Competencies

Effective Team Collaboration: Works harmoniously with others towards a common goal, leveraging individual strengths to achieve shared objectives. 

Emotionally Intelligent Communication: Engages in a skillful exchange of information, thoughts, and feelings, verbally and non-verbally.

Ethics and Integrity: Demonstrates an unwavering commitment to honesty, professionalism, and alignment with our Jesuit mission in all actions and decisions. 

Flexibility and Innovation: Embraces change, approaching problems with curiosity adaptability, and is committed to making a positive impact. 

Mindful Inclusion: Fosters mindful inclusion by consciously creating a workplace that celebrates differences, embraces cultural humility, and empowers uniqueness.  

Outcomes-Driven Orientation: Sets clear objectives, pursues excellence, and delivers measurable outcomes while upholding Jesuit Catholic values.  

Position Description

Coordinator, Curriculum and Academic Scheduling

Reporting to the Associate Registrar, Academic Programs, the Coordinator, Curriculum and Academic Scheduling coordinates the course and exam scheduling processes for the University and centrally scheduled classrooms for all academic units. 

• Ensures the accuracy of the student information system catalog, scheduling data, registration restrictions and production processes. 
• Develops institutional reports on course catalog/scheduling, classroom utilization/ maintenance, course enrollment planning and related processes, data and resources.
• Develops and maintains the University quarterly course scheduling production calendar and processes, and academic classroom bookings, using the University's academic systems (Colleague, Courseleaf CLSS, Acalog, Curriculog, and EMS).
• Provides systems support and training for departments on related academic systems. 
• Supervises student support personnel who assist with recordkeeping, course/room scheduling, and related activities.
• Provides direction and advisory role for college and academic department schedulers.
• Ensures that the functions necessary for producing the quarterly schedule of classes are performed properly, including: research, data validation, processing of forms, etc.
• Works with the Academic programs , registration and academic specialist teams to ensure that the configuration of course requirements, descriptions and registrations are accurate in the student information system.
• Performs all duties as appropriate, or within the scope of knowledge.
• Supervises student staff.

Job Responsibilities
30% Curriculum and Scheduling Systems Configuration and Development 

• Responsible for maintaining the course catalog in the student information system and ensuring course requirements are translated and entered accurately in conjunction with the annual catalog production cycle. 
• Supports and partners with the functional leads of major components of the student system (i.e. catalog, scheduling, enrollment, degree-audit, academic progress/tracking). 
• Proposes, develops and tests specifications for new and enhanced central student systems and web interfaces that serve students, faculty and staff.
• Produces management and institutional reports for academic and central administration units, to support the quarterly College scheduling processes using a variety of database reporting and presentation tools.
• Configures and maintains the catalog, course and room scheduling applications.
• Oversees the quarterly schedule production calendar. Provides ongoing training and support for faculty, staff, and students who use various University academic systems, (Colleague, Courseleaf CLSS, Acalog, Curriculog and EMS).

20% Supervision and Oversight

• Ensures that the functions necessary for producing the schedule of classes for the University are performed efficiently and accurately by College schedulers and academic department administrators, including: research, processing of forms, etc. 
•  Oversees the appropriate utilization of space and quarterly assignment of classrooms.

20% Learning Space Management

• Undertakes a variety of projects that support the development and maintenance of learning spaces, as assigned by the University Registrar. Liaises with project managers, IT, Facilities, Provost's Office, senior University administration officials, students, faculty, and staff on a daily basis. 
• Leads a working group of College schedulers in the application and appropriate adaptation of university course scheduling policy.
• Assists with the maintenance of learning space inventory records, policies and supporting information, including verification, collation and reporting of inventory data for reports, projects, and presentations.
• Conducts research, including contacting other institutions, via e-mail, internet and telephone on behalf of the Associate Registrar in relation to best practices for curriculum management, course scheduling and classroom management. 
  
• Coordinates, collects, and disseminates research materials. 
• Provides information to external and internal contacts regarding university policy, learning space standards, projects, and unit procedures.

20% Classroom and Exam Scheduling

• Responsible for the quarterly classroom optimization process and final exam scheduling.
• Makes complex decisions regarding classroom assignments in consultation with the Associate Registrar and academic department representatives.
  
• Develops quarterly utilization reports.
• Periodically, provides support to the scheduling team in the preparation and maintenance of the University's course schedule.
• Performs searches for classroom space, inputs pre-assigned rooms, and enters enrollment limits on behalf of academic departments.

5% Organizational and Strategic Planning

• Supports planning initiatives by identifying processes that require improvement, mapping current processes, and making recommendations for improvements to senior staff.
  

5% Other duties as assigned

Qualifications

• Bachelor's degree and two or more years of catalog maintenance, course scheduling and/or room scheduling demonstrating a high level of accuracy in detailed planning work.
• A minimum of two years of experience in a registrar's office or related university area working with academic information required.

• Excellent time management skills, including ability to multitask, prioritize, and adapt to changing needs required.
• Ability to function in a high-energy environment with competing demands while maintaining a professional demeanor.
• This position serves as a front line to senior administration, faculty, students, and staff and therefore, excellent verbal and written communication skills including the ability to handle public contacts with courtesy, clarity, and diplomacy is required.
• Self-motivated, with the ability to follow a project through to completion and with the utmost attention to detail required.
• Ability to prioritize work by determining the sequencing and timing of different tasks, and based upon precedence and importance required.
• Capacity to handle sensitive and confidential situations and information with absolute discretion required.
• Demonstrated ability to promote and sustain strong interpersonal relations within a collaborative team office culture required.
• Willingness and ability to travel to campus and/or non-campus locations for University business required. 
• Obtains training as required, either through Seattle University affiliated programs or internal department resources to remain current on the unit's systems, policies, practices, and profession.
  
• Excellent analytical skills required. Knowledge of academic and administrative structures in higher education and experience providing software training and support.
• Advanced training in computer applications including Microsoft Word, Excel, Outlook, and reporting tools, e.g. Power BI, Tableau.
• Ability to adapt easily to evolving systems required.
• Experience using enterprise information systems and third party applications, such Courseleaf CLSS, EMS and other related tools required.
• Familiarity with Seattle University business systems and administrative structures is desirable but not required.

Application Instructions

Please attach a cover letter with your resume when applying. Job postings are open until filled, unless otherwise specified. 

Compensation at a Glance

Salary Range: $52,000 - $64,389

Seattle University has provided a compensation range that represents its good faith estimate of what the University may pay for the position at the time of posting. The salary offered to the selected candidate will be determined based on factors such as the qualifications of the selected candidate, departmental budget availability, internal salary equity considerations, and available market information, and not based on a candidate’s gender or any other protected status.

Your total compensation goes beyond the number on your paycheck. Seattle University provides generous leave, health plans, and retirement contributions that add to your total compensation package.

Benefits at a Glance

Consistent with its fundamental Jesuit values, Seattle University offers a wide range of benefits designed to care for the whole person. Choose from three different medical plans, a dental, and vision insurance programs. Protect your income with life, short & long-term disability coverage. Plan for your future with up to a 10% employer contribution for retirement benefits, comprised of a 5% nonelective employer contribution and an additional dollar-for-dollar match of your voluntary contributions up to a maximum of 5%. You may also take advantage of 100% paid tuition benefits for the employee and dependents, a subsidized transportation benefit, a wellness program with free access to an onsite fitness facility, and a wide variety of campus events. Enjoy a generous holiday schedule, including a paid Holiday break closure in December, vacation and paid sick leave, and paid community service leave. For more information explore the Benefits website at: https://www.seattleu.edu/hr/benefits/ 

Hybrid Eligible

This position may be eligible for a hybrid schedule after successful completion of an introductory work period of 3-6 months. This may mean that a hybrid eligible role will begin on-campus initially and then will transition to hybrid format following onboarding and training. Flexible work plans are subject to periodic review and may be changed or terminated at any time for any reason at the university’s discretion.