Academic Scheduler

Job Title: Academic Scheduler

Department: Academic Affairs 
Reports To: Department Chair for Graduate Studies and Academic Operations

Location: On-Site Campus  

Position Summary

The Academic Scheduler is responsible for developing, coordinating, and maintaining the institution’s class schedule and academic calendar. This role ensures that all courses, classrooms, and faculty assignments are accurately scheduled and optimized to meet institutional, departmental, and student needs. The Academic Scheduler collaborates with academic departments, faculty, and administrative staff to support effective scheduling operations and student success. 

Key Responsibilities

        Class Scheduling

o    Develop and maintain term-by-term academic schedules in the institution’s scheduling system (Sonis).

o    Coordinate course offerings, meeting times, and classroom assignments to avoid conflicts and maximize room utilization.

o    Ensure accuracy and consistency of course data, faculty assignments, and enrollment capacities.

o    Implement approved academic calendars, deadlines, and scheduling policies.

        Collaboration & Communication

o    Work closely with department chairs, deans, and faculty to collect scheduling needs and resolve schedule conflicts.

o    Communicate schedule changes and updates to faculty and relevant departments.

o    Collaborate with the Registrar’s Office and Student Services to ensure schedules support registration and advising processes.

        Data Management & Reporting

o    Maintain and update scheduling databases and records.

o    Generate and analyze reports on course utilization, enrollment trends, and classroom usage.

o    Identify opportunities for efficiency and recommend scheduling improvements.

        Compliance & Policy

o    Ensure compliance with institutional scheduling policies, accreditation standards, and state or federal requirements.

o    Support academic policy development and implementation as related to scheduling and course delivery. 

Qualifications

Education:

        Bachelor’s degree required (preferred fields: Business Administration or related area).

        Master’s degree preferred.

Experience:

        2–4 years of experience in academic scheduling, registrar services, or higher education administration.

        Experience using academic management or scheduling software is strongly preferred.

Skills & Competencies:

        Strong organizational and time-management skills.

        Attention to detail with a commitment to data accuracy.

        Excellent interpersonal and communication skills.

        Ability to work collaboratively across departments.

        Proficiency in data systems (e.g., Excel, scheduling software, student information systems).

        Analytical and problem-solving abilities.

Working Conditions

        Office-based environment, with periods of high activity during schedule building and registration cycles.

        May require occasional evening or weekend work to meet deadlines.