Details

Open Date 09/18/2024

Requisition Number PRN39897B

Job Title Scheduling Specialist

Working Title Scheduling Specialist

Job Grade C

FLSA Code Nonexempt

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

Monday through Friday, 8:00 am to 5:00 pm

VP Area Academic Affairs

Department 00296 - Registrar's Office

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $16.50 - $20.00

Close Date 10/20/2024

Open Until Filled No

Job Summary

Produces the university class schedule each semester. Coordinates with departments to make subsequent changes or corrections to the schedule and assigns classroom space. Also schedules special events including locating facilities for the event, preparing event contracts, billing and reconciling customer accounts. Answers questions from the university community regarding class schedules and special events as well as resolves scheduling related problems.

Responsibilities

Prepares University Class Schedules. Schedules special events; arranges for security, parking, or other services based upon the contractual agreement. Responds to inquiries from departments or the general public regarding class schedules and special events. Opens and distributes mail, prepares memos and generates a variety of related reports.

Essential Functions:

• Works with departments to develop the class schedule each semester and enters information into multiple databases.

• Schedules special events, including lectures, film companies, conferences, concerts, and banner poles: arranges for security, parking, and other services based upon the contractual agreement.

• Processes requests from departments to modify class schedule information, including changes to days, times, credit hours, capacities, locations, and instructors.

• Assigns classroom space according to department preferences, equipment needs, location, and available space.

• Researches and resolves room scheduling issues and conflicts.

• Monitors department compliance with university standardized time blocks and reviews requests for exceptions to policy.

• Assists in creating the final exam schedule each semester and locates available space for exams.

• Prepares campus invoices, purchase orders, and bills related to scheduled events. Reconciles incoming checks with billing statements and contract agreements.

• Verifies instructor security for online grading.

• Responds to inquiries from departments, students, and the general public regarding the class schedule, special events, and exam schedules.

• Prepares the weekly special event memo for campus support agencies and generates a variety of scheduling related reports.

• Assists with classroom survey work.

• Other duties as assigned.

Problem Solving/Critical Thinking:

Once a modification is made to the original schedule, the incumbent must resolve room-scheduling conflicts between departments. In addition, arrangements must be made to accommodate students with disabilities and instructors with special needs. The incumbent follows established policies and procedures regarding safety codes and environmental health issues when coordinating rooms and special events. Scheduling events often requires negotiation for space,

prioritizing space use, preparing contracts, and problem solving with campus agencies; including Risk and Insurance Services, Public Safety, Environmental Health and Safety, Facility Operations, Grounds, and Commuter Services.

Minimum Qualifications

Three years directly related experience or equivalency (one year of education can be substituted for two years of related work experience) required. Ability to prioritize and complete multiple tasks in a fast paced environment; demonstrated computer software skills, which include Excel, Word, and the ability to use and manipulate a database. Excellent human relations and effective communication skills also required.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

• At least one year of general office experience in in an academic setting

• College coursework in a related area is preferred.

• 2-3 years data entry experience or related equivalency, proficiency in the use of computer equipment and programs. Familiarity with PeopleSoft preferred.

• Experience with PeopleSoft, Ad Astra, CourseLeaf CLSS , and knowledge of higher education environments.

• Excellent organizational, and analytical skills are essential along with the ability to effectively communicate orally and in writing to various constituencies.

• Must be able to work across institutional departments, demonstrate success in prior positions.

• Demonstrated ability to analyze and make decisions.

• Interpersonal communication skills.

• Written communication skills.

• Experience working independently to accomplish tasks.

Type Benefited Staff

Special Instructions Summary

Additional Information

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.

The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.

All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/

Online reports may be submitted at oeo.utah.edu

https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.