Scheduling Administrator **Internal Applicants Only**

Position Details

Position Information

Position Title Scheduling Administrator Internal Applicants Only Classification Title Administrator Position Number B1233PD Grade Level P2 Starting Wage/Salary $70,000 - $82,400, plus exceptional benefits Close Date 06/07/2026 Open Until Filled No Open Until Filled Notes Position Type/Employee Class Administrative Faculty Status Not applicable FTE 1.0 Contract Months 12 Overtime Eligible Exempt Location Bend Hybrid Remote Work Eligible? Yes but no COCC position is fully remote. Hybrid/Remote possibilities to be determined by the supervisor/department and discussed during interview process. Exceptional COCC Benefits Summary

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Primary Purpose

The Scheduling Administrator is responsible for coordinating the academic scheduling process and supporting the cross-campus systems used for space utilization and scheduling. This position collaborates with the programs and leadership in Academic Affairs to develop comprehensive credit and non-credit schedules across all campuses, optimizing space usage and faculty loads while ensuring compliance with institutional and regulatory standards. In addition to academic scheduling, this position oversees scheduling platforms (CLSS and 25Live), room assignments and space data integrity across campuses. The Scheduling Administrator coordinates closely with cross functional teams to deliver efficient, student-centered scheduling that supports enrollment management, program completion, and institutional effectiveness. As a result of collaboration and coordination across the College, the Scheduling Administrator will determine outcomes that have a meaningful impact on institutional strategy and in alignment with College and Academic Affairs missions, values and goals.

Essential Duties and Responsibilities

Leadership

• Leads the development and implementation of comprehensive year-long schedules of credit and some non-credit courses across all campuses in coordination with department chairs, deans, and instructional leadership.
• Establishes and manages scheduling timelines and coordinates interdepartmental communication to ensure effective schedule development and publication.
• Provides system training and functional support across campus roles, including faculty, staff, and administrators using scheduling systems.

Academic Scheduling

• Develops quarterly and annual schedules of classes in coordination with instructional departments, defining in detail all course and section offerings with consideration of program-based curriculum, general education requirements, course sequencing, and student needs.
• Makes strategic adjustments to the schedule with focus on student-centric offerings, enrollment management, retention, persistence, and program completion rates.
• Ensures adherence to common begin and end class meeting times, assesses class distribution by time block, and reviews scheduling conflicts by program to optimize student access.
• Analyzes enrollment trends, waitlists, and course demand patterns to adjust schedules and section offerings where appropriate to meet student needs.
• Processes and ensures accuracy of all section and meeting records including begin-end dates, add-drop periods, refund and census dates, fees, section requirements, registration messages, enrollment limits, and staffing assignments.

Space and Resource Management

• Serves as the central authority for room prioritization and assignment across all academic terms and campuses, overseeing manual scheduling for Madras and Prineville and optimized scheduling for Bend and Redmond, with required review, adjustment, and conflict resolution prior to publication.
• Advises senior leadership on enrollment strategy and resource allocation decisions.
• Configures and manages 25Live for each academic term - including term setup, holiday scheduling, and final exam room scheduling - while maintaining accurate room inventory and attributes across Banner, CLSS, and 25Live.
• Leads a multi-phase scheduling process that aligns Banner, CLSS, and 25Live on the front end, managing priority room requests from departments across all campuses to balance instructional needs with available space.
• Resolves room conflicts, manages room bindings, and implements ad hoc adjustments throughout each term, serving as the primary point of contact to ensure instructional use of space is prioritized and protected.
• Coordinates with ITS, Campus Services, Outside Events, non-credit programs, the Center for Business and Community Education, and Student Affairs to facilitate effective space utilization and support the standardization of scheduling-related processes across the institution.

Data Analysis and Reporting

• Produces and interprets reports on enrollment trends, faculty assignments, schedule effectiveness, space utilization, and program performance to support institutional planning and decision-making.
• Analyzes scheduling data to identify gaps, assess course demand, and recommend data-informed strategies for continuous improvement in course scheduling, room usage, and program review processes.

Administrative Functions

• Coordinates with the Director of Curriculum and Assessment, Registrar, and other teams on catalog maintenance, academic calendar development, and schedule publication to ensure accuracy and compliance with College policies and administrative guidelines.
• Ensures course data is encoded accurately for web schedule presentation, manages class cancellations with appropriate student notifications, and identifies opportunities to create process efficiencies across scheduling systems and 25Live workflows.
• Trains and provides functional direction to classified staff on scheduling systems and processes, facilitates internal stakeholder groups, and advises departments on scheduling procedures and compliance with institutional guidelines.
• Collaborates with the building advocate program to support campus-wide space inventory efforts, analyzes scheduling and space utilization data to inform continuous improvement, and supports process standardization across campuses.
• Facilitates training and workshops, attends professional development conferences as assigned, and performs other essential functions that support the overall objectives of the position.

Department Specific Knowledge, Skills, and Abilities

Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.

• Demonstrated knowledge and understanding of course scheduling systems (such as CLSS), student information systems (Banner or similar), room scheduling platforms (25Live or similar), and reporting tools (such as Argos or SQL).
• Knowledge of academic scheduling principles, program requirements, and course sequencing within higher education settings.
• Ability to effectively communicate, both verbally and in writing, technical and complex issues with both end users and technology staff.
• Ability to understand and use software to create work applications and reports.
• Ability to identify workflow problems, analyze results and create resolutions using appropriate resources.
• Strong project management, organizational, and time management skills with the ability to manage multiple priorities and changing deadlines.
• Excellent interpersonal skills with the ability to demonstrate a high degree of tact and diplomacy when interacting with faculty, staff, students, and administrators.
• Excellent oral and written communication skills, including the ability to prepare clear reports and communicate complex information effectively.
• Ability to exercise independent judgment in determining course offerings, scheduling priorities, and space allocation while working collaboratively and effectively as part of a cross-functional team.
• Creative problem-solving and analytical skills with ability to analyze data, identify trends, and recommend evidence-based improvements.
• Excellent customer service skills with ability to communicate effectively with students, staff, and faculty from diverse backgrounds.
• Ability to manage conflicts within and between groups and to develop strong and productive working relationships with people from different cultural backgrounds and other aspects of human diversity.
• Ability to use software programs and database systems including Microsoft Office Suite, email, website editing, and modern office equipment.

Ergonomic Requirements

Regular office hours are established between 8 am - 5 pm during the workweek. A flexible work schedule, including nights and weekends, may be necessary due to the nature of the responsibilities.

Incumbent must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to work at a workstation for extended periods. Requires to write, read written materials and computer screens, and ability to use telephonic conversations. Occasional lifting up to 25lbs. All individuals are required to perform essential functions with or without reasonable accommodation.

Minimum Requirements

Education:

• Bachelor's degree

Experience:

• Three years of progressively responsible experience in academic scheduling, registrar operations, or curriculum management.

Equivalency Statement

The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify by responding to the supplemental question presented during the application process.

All employees are required to successfully complete and pass a background screen, which includes a criminal history check.

Preferred Qualifications

Education:

• Bachelor's degree in a related professional field.

Experience:

• 5 years in higher education; experience at a community college.

EEO Statement

The goal of Central Oregon Community College is to provide an atmosphere that encourages our faculty, staff and students to realize their full potential. In support of this goal, it is the policy of Central Oregon Community College that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran or military status, pregnancy or any other classes protected under federal and state statutes in any education program, activities or employment. Persons with questions about this statement should contact Human Resources at 541.383.7216 or the Vice President for Student Affairs at 541.383.7211.

This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N-1, N-2, or N-3.

In support of COCC's EEO statement, bilingual fluency in English and Spanish is considered a plus, along with experience working in a diverse multicultural setting.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • What is your highest level of education?

• No High School Diploma or GED

• High School Diploma or GED

• Professional Certification or License (not a degree)

• Associates Degree

• Bachelors Degree in Progress

• Bachelors Degree

• Masters Degree In Progress

• Masters Degree

• Ph.D. in Progress

• Ph.D.

• J.D.

• M.D.

• Other Doctorate Level Degree

• • We recognize the value of skills, knowledge, and experience gained outside of formal education and paid employment. Applicants who do not meet minimum education and/or experience requirements but possess other qualifications or experience they feel are equivalent are encouraged to apply. Check the applicable box(es) below and explain in the next question why your education/experience should be considered equivalent. All applications are reviewed by a member of our Human Resources team. You will not be automatically eliminated by our recruitment software based on the box or boxes you check, as we are committed to a fair and thorough evaluation process.

• I meet all minimum requirements (education and experience) listed for this position.

• I do not meet the minimum education degree requirement(s).

• My degree is not in the required stated area(s).

• I have less than the minimum years' experience in the area(s) required.

• • As a follow up to the previous question, explain how your education/experience should be considered equivalent to the minimum requirements. If you feel you meet all the stated minimum requirements, please put N/A. All applications are reviewed by a member of our Human Resources team. You will not be automatically eliminated by our recruitment software based on your response, as we are committed to a fair and thorough evaluation process.

(Open Ended Question)

• In support of COCC's commitment to diversity, equity, and inclusion, bilingual fluency in English and another language is considered a plus: Please list any languages other than English in which you are fluent (read and write)

(Open Ended Question)

• • Are you a U.S. military veteran? COCC provides qualifying veterans and disabled veterans with preference in employment. To receive veterans' preference in this recruitment process, you must upload your DD214 and 215 (215 if applicable) or certification that you expect to be honorably discharged from the military within 120 days of certifying veteran status as supporting documentation. You will have the opportunity to upload the document(s) in the next step of this application process.

• Yes, I am a veteran

• No, I am not a veteran

• If you have identified yourself as a qualified veteran or disabled veteran by submitting your DD214 and DD215 (if applicable) form(s) as proof of veteran status, please describe any transferable skills earned during your military service that you feel relate to the requirements/preferences of this position.

(Open Ended Question)

• • COCC employees must work and reside in the state of Oregon at the time their work is being performed. Are you, or will you be residing in the state of Oregon by the start date of this position?

• Yes

• No

• • The College CANNOT provide support or sponsorship of any type for visa applications and related paperwork for employment purposes. To be considered, applicants must already be authorized to begin work in the United States, be able to arrive in the country, and maintain work eligibility without the College's sponsorship or support. Are you currently, or will you be, authorized to begin work in the United States, able to arrive, and able to maintain work eligibility without the College's sponsorship or support by the position's start date?

• Yes, I am already or will be authorized to begin work in the United States, able to arrive, and able to maintain work eligibility without the College's sponsorship or support by the position's start date.

• No.

• • Background checks are required for all employees of COCC. Should an offer of employment be made to you and accepted by you, you will receive an email from COCC / HireRight Screening requesting your consent and basic information to complete the check. The offer of employment will be conditional upon satisfactory completion of the criminal background check. Confirmed findings on a criminal background check will not automatically disqualify you from being hired into a position. Results are evaluated on a case-by-case basis, considering the job responsibilities and other risk factors. Additional information regarding COCC's criminal history check policy can be found online in the General Procedures Manual, Section HR-2-1. Please indicate here if you will provide consent to the criminal history check when requested by the College

• Yes, I will provide my consent when requested

• No, I will not provide my consent when requested

Required Documents

Required Documents

• Resume/Vitae
• Cover Letter

Optional Documents

• College Transcript 1 (unofficial)
• US Military DD 214