Research - Laboratory/Non-Laboratory, Staff/Administrative
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The division of Instructional Support (IS), part of the Health Sciences Academic Services and Facilities (HSAS&F) group, has an outstanding opportunity for an Academic Scheduler.
Reporting to the Assistant Director, the Academic Scheduler is responsible for the planning, arranging, coordinating and scheduling of Health Sciences courses and course-related events. The Academic Scheduler is a member of the Instructional Support team, which provides academic support services to the UW Health Sciences community. This includes course and event scheduling, maintenance of classroom technology and equipment, and laboratory services. The primary responsibilities of this unit is to deliver critical academic services in support of the clinical, teaching and research mission of the Health Sciences schools (Medicine, Nursing, Dentistry, Public Health, and Pharmacy).
The Academic Scheduler is responsible for the quarterly scheduling of Health Sciences courses and course-related events; requiring at least one academic year of experience to fully develop the appropriate skill-set to schedule independently. Because this position serves as essential member of both the Health Sciences and larger scheduling community, we are looking for a candidate who is committed to a stable and team-focused work environment to ensure a critical level of consistency and stability in the course-scheduling process. The position will interface directly with course coordinators within the Health Sciences schools to assure recurring course and course-related programs are scheduled properly and within the UW Time Schedule Production Calendar timeline. The ideal candidate will be comfortable using complex and analytical software systems, work well under time constraints, be proactive in soliciting course needs from schedulers, and will be expected to regularly interface with faculty, students, and other staff on campus in an intense, dynamic work environment. An ideal candidate also has excellent communication skills needed to explain technical information to non-technical audiences through trainings and workshops, producing regular reports on scheduling and room utilization, and working collaboratively with a larger campus team in accomplishing campus-wide scheduling goals.
The curricular needs of the Health Sciences schools are complex in nature and require the construction of unique and often challenging academic schedules - some of which begin prior to the standard quarterly start date and/or span across quarterly breaks. Moreover, some courses and course-related events meet at non-standard asynchronous times and have specific space and equipment needs that may differ depending on the meeting day. Acting as a representative of Instructional Support, the Academic Scheduler will assist the program leaders from the Health Sciences Schools with the development and scheduling of new and existing programs, such as Medical Grand Rounds and other non-standard academic-related events. A successful candidate will be detail-oriented and compliance-driven, patient under pressure, and have a knack for managing competing priorities. They will independently and proactively perform work assignments, and devise methods and processes to meet new and unique work requirements and problems; often times investigating answers or solutions in real-time.
Additionally, as part of a multifunctional team, the Academic Scheduler will have a thorough understanding of all service areas within Instructional Support and will occasionally provide backup for general event and classroom technology functions.
RESPONSIBILITIES The following duties are an example of those performed by the Academic Scheduler. Other related duties will apply. •Independently organize and perform complex scheduling for UW Health Sciences courses; determining utilization and priority requests within the confines of limited inventory. •Act as primary point of contact for and liaison with Health Sciences departmental and program course coordinators on a range of scheduling needs related to academic course offerings and course-related events. This includes managing the quarterly Course Scheduler’s Meeting, sending out frequent updates/communications to contacts and participating in 1:1 meetings. •In conjunction with UW faculty and staff, negotiate solutions for complex problems with an awareness of resource constraints to provide satisfying resolutions. •Make requested changes to existing courses on the Time Schedule in regards to rooms, meeting days/times, credits, enrollment requirements/exclusions, enrollment limits, time masks, grading systems, instructors, course comments, etc. •As part of a campus-wide team of schedulers, assist in the planning, development and implementation of course scheduling updates and requirements. •Establish, implement and document workflow patterns and operating standards to accommodate Health Sciences departmental and program requirements and requests. •Manage and update Course Scheduling Procedure documents; ensuring content is up-to-date and relevant. •Communicate Health Sciences scheduling data to administration, staff, and/or faculty as directed.
MINIMUM REQUIREMENTS: •Master's Degree in education, communications, health education or health science discipline; AND two years of experience in the development, planning or coordination of health or education related activities, including experience developing and/or evaluating instructional media materials.
At the University of Washington, inclusion and diversity are integral to excellence. We value and honor diverse experiences and perspectives, strive to create a welcoming and respectful learning environment, and promote access, opportunity, and justice for all.
Equivalent level experience may be substituted for the educational requirements on a year-for-year basis.
ADDITIONAL REQUIREMENTS: •Excellent communication (oral and written) skills. •Attention to detail. •Experience working in a customer service environment. •Proven ability to interpret, apply and explain rules, regulations, policies and procedures. •Proven ability to independently plan and organize work. •Proven ability to prepare clear and concise schedules, correspondence, reports, presentations and other materials. •Proven ability to establish and maintain cooperative and effective working relationships with others.
DESIRED: •Experience with event or course scheduling. •Knowledge of basic audio/video systems. •Enthusiasm and proficiency with various computer software and systems including databases, scheduling, ticketing, and inventory. •Experience using 25Live or 25Live Pro scheduling software, UW Student Database, Time Schedule Construction and Maintenance systems, Canvas, MyPlan, and Panapto. •Familiarity with both in-state and fee-based program operational procedures. •Demonstrated skill at communicating with diverse set of students, staff, faculty, and the public. •Experience working in an academic environment.
Equivalent education/experience can substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Workforce Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
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