Provide academic course and room scheduling services to the University’s academic programs. Responsible for use of University software applications and systems in coordinating scheduling activity. Collaborate with Facilities Management and ITS to ensure adequate setup is available as requested. Uses initiative and independent judgment in the assignment of space based on general guidelines and policies. Ability to multi-task, problem-solve, work with multiple constituents, and work in a team-based environment are essential skills of the position. Strong organizational skills and assuring a steady completion of workload in a timely and accurate manner are keys to success in this position.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
In collaboration with College Administration and Course Directors/Assistants, manage the course scheduling process for all programs; this also includes oversight of exam schedules. Assist in resolving potential scheduling conflicts that occur as necessary.
Maintain current and accurate course schedule data. Keep informed of changes that affect scheduling and registration.
In collaboration with the Associate Registrar and Registrar, establish and maintain a process to regularly analyze classroom utilization and scheduling processes. Evaluate the effectiveness of existing procedures and policies and recommend improvements in scheduling operations, functions, and workflow. Work collaboratively with ITS to create reports to assist in evaluation.
Develop and sustain expertise on University software applications supporting scheduling functions (LCMS+, MRM, etc.).
Research best practices and standards in university scheduling and course data management.
Develop expertise in course data and data workflow between systems.
Document processes and procedures; review documentation annually.
Review approved course syllabi to ensure the lecture list, lecturer names, exam dates and times and all locations coordinate with the academic schedule. Resolve discrepancies through communication with the Course Director and/or Assistant. If syllabus is edited, send final version to college administrative assistants for redistribution and archiving.
Assist in Academic Catalog coordination and review. Review and edit course and scheduling information to ensure accuracy.
Inform faculty and administrators of course offering information and scheduling deadlines. Coordinate collection of this information sufficiently in advance of each academic term to accommodate course planning, scheduling, and registration.
Coordinate effectively with Facilities Management and ITS to ensure classroom needs are met.
Monitor and respond to correspondence related to academic scheduling. Serve as a back-up for Registrar’s Office correspondence as assigned. Electronically retain correspondence and other records as required by the University’s Record Retention Schedule.
Assist in course creation and maintenance in the Student Information System. Work closely with other registrar staff members to align course section creation, student registration, and course scheduling.
Assist with graduation, orientation, and other university events.
Serve in front desk rotation for Enrollment Management & Student Affairs offices as scheduled. Greet visitors, ascertain nature of business, and direct appropriately.
When workload permits, assist Registrar’s Office with additional tasks.
Regularly visit learning spaces to ensure appropriate set-up exists, and to maintain familiarity with room usage and appearance.
Performs other job-related duties and special projects as assigned.
Participate in and successfully complete all University required training including, but not limited to discrimination/harassment and code of conduct.
EDUCATION and/or EXPERIENCE
Bachelor’s degree required.
Minimum of one year of scheduling experience or three years of related administrative experience required.
Academic scheduling experience preferred.
Previous administrative work in a higher education setting preferred.
Intermediate PC knowledge and skills.
Demonstrated initiative/independent judgment and experience working with minimal supervision.
Strong deductive reasoning skills.
Excellent organizational, time management, interpersonal and customer service skills.
Strong attention to detail and accuracy.
Commitment to diversity and inclusivity.
Des Moines University is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, national origin, ethnicity, creed, religion, age, disability, sex, gender, gender identity, sexual orientation, pregnancy, veteran status, genetic information and other characteristics protected by law (“protected class”). Applications from candidates from underrepresented groups are encouraged to apply.
About Des Moines University
Founded in 1898 in Iowa’s capital city, Des Moines University is a postgraduate medical university comprised of three colleges – College of Osteopathic Medicine, College of Podiatric Medicine and Surgery and College of Health Sciences – that offer eight graduate degree programs. Des Moines University combines the top advantages in medical education available today: an expert faculty, a rigorous and relevant curriculum, state-of-the-art facilities, a dynamic and diverse research environment, and a supportive, inclusive community of students and faculty active in learning and service. By consistently producing outstanding graduates who excel in their careers, DMU maintains one of the strongest reputations in the sphere of American medical education.