Virginia's Community College System · 11 hours ago
Scheduling Specialist
Richmond, VA
Full-time
Onsite
Mid Level
$44K/yr - $50K/yrVirginia Peninsula Community College is a two-year institution of higher education dedicated to fostering skilled learners and community members. The Scheduling Specialist is responsible for scheduling classes, coordinating room assignments, and advising on scheduling matters to ensure the accurate and timely input of the academic schedule.
E-LearningEducationHigher Education
Responsibilities
Scheduling classes in conjunction with the college’s instructional divisions by reviewing and verifying schedule input, identifying incomplete information, and assessing the possible impact on the overall Schedule of Classes and registration
Advises and troubleshoots in the information systems regarding all scheduling matters
Coordinates room assignments
Monitors scheduling publication deadlines and guidelines
Compiles the academic schedule for publication
Reports to and works closely with the college’s Academic Data and Scheduling Analyst to ensure the accurate and timely input of the academic schedule
Assists the Associate Vice President for Academic Affairs with special projects and other duties
Qualification
Required
Familiarity with academic course scheduling
Relevant related work experience
In-depth knowledge of higher education course scheduling principles, practices, and compliance requirements
Familiarity with online catalog systems and their integration with curriculum and scheduling
Knowledge of scheduling databases, master course files, and related institutional records
Knowledge of student information systems (SIS) and reporting tools to manage, analyze, and update records
Understanding academic processes and data workflows that inform schedule development
Knowledge of regulatory requirements (federal, state, and accrediting bodies such as SACSCOC and VCCS policies) that impact scheduling and academic operations
Knowledge of faculty workload requirements, contract compliance, and institutional scheduling policies
Understanding of enrollment management principles and how scheduling decisions affect access, retention, and program productivity
Knowledge of classroom utilization standards, space management strategies, and scheduling efficiency metrics
Knowledge of project coordination and administrative processes to support institutional initiatives
Ability to apply scheduling analytics to optimize course offerings and improve student access
Proficiency with enterprise academic technologies, including student information systems (e.g., PeopleSoft), scheduling tools (e.g. Ad Astra), and student success platforms (e.g., Navigate)
Advanced proficiency in Microsoft Excel (pivot tables, formulas, reporting) and competency across the Microsoft Office Suite
Skill in data visualization and dashboard/report preparation to communicate scheduling and enrollment data clearly to stakeholders
Strong written, verbal, and presentation skills for communicating with diverse stakeholders
Demonstrated creative and proactive problem-solving abilities
Strong interpersonal skills with the ability to collaborate effectively with individuals at all organizational levels
Customer service orientation and responsiveness in supporting faculty, staff, and students with scheduling needs
Change management skills to support the implementation of new scheduling systems, processes, and policies
High attention to detail with a commitment to accuracy, thoroughness, and quality in scheduling, auditing, and reporting
Coordinate, analyze, and manage complex course schedules using integrated enterprise systems
Analyze course distribution patterns and resolve scheduling conflicts across programs and campuses
Ensure compliance with faculty load requirements, contract provisions, and institutional policies
Conduct quality control reviews and audits of scheduling data to maintain accuracy and integrity
Manage multiple projects simultaneously and provide technical training and user guides to faculty and staff on scheduling and reporting systems
Design and tailor reports for varied audiences, including faculty, academic leadership, and executive administration
Prioritize and manage tasks to meet deadlines while adapting to rapidly changing environments and cyclical workload demands (e.g., registration and add/drop periods)
Lead and advocate for technology-driven process improvements in scheduling and office procedures
Apply strategic and critical thinking to scheduling challenges and institutional priorities
Build and maintain collaborative relationships with key stakeholders, including faculty, staff, administrators, and project teams
Facilitate cross-departmental discussions to resolve conflicts and balance institutional needs
Support leadership initiatives by conducting research, maintaining documentation, and preparing reports, presentations, and project materials
Analyze, interpret, and present scheduling and enrollment data to inform decision-making
Learn and adapt quickly to new methodologies, technologies, and systems
Handle confidential information responsibly and with discretion
Work independently or collaboratively, exercising initiative and sound judgment with minimal supervision
Promote equity and student access through schedules that provide balanced course offerings across times, locations, and modalities
Identify inefficiencies in scheduling workflows and recommend policy or procedural enhancements
Communicate and work effectively with diverse groups of people in support of an inclusive environment
Preferred
Academic office experience working in higher education setting
Company
Virginia's Community College System
Since 1966, Virginia’s Community Colleges have given everyone the opportunity to learn and develop the right skills so lives and communities are strengthened.
Founded in 1966
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Dennis Moynihan
Director, Shared Services Center
Recent News
Company data provided by crunchbase