Academic Scheduling Specialist

Position Definition

To perform a variety of responsible, complex and technical tasks related to producing the college's master schedule of classes and/or catalog course listings including analyzing, monitoring and maintaining the college database of courses, sections, student registration, facility scheduling, and faculty instructional and non-instructional assignments.

Position Title
Academic Scheduling Specialist

Diablo Valley College

Posting Number

$4,351 - $5,302 per month

Examples of Duties/Essential Functions

Duties may include, but are not limited to, the following:
Coordinates development of the college schedule for each term, including establishing schedule development timelines.
Collects and reviews data; projects number of sections for day and evening courses; prepares list of full-time faculty available; projects number of part-time instructors needed; assigns usable classroom space.
Receives scheduling materials from departments; reviews teaching schedules and room schedules and works with affected department to resolve scheduling conflicts; inputs information in database.
Requests data processing to produce a tentative schedule for each department; reviews accuracy of schedules submitted by department.
Identifies, confirms and enters faculty reassigned time and non-instructional load; requests, documents and maintains required instructional office reports.
Verifies faculty load against contractual obligations (part-time load maximum, full-time semester and variance banking limit, full-time load maximum for academic year and restrictions on full-time overload for pay).
Performs mathematical computations to determine Full-time Equivalent Faculty (FTEF) contact hours, pay hours and Full-time Equivalent Students (FTES).
Reviews and maintains hourly teaching budget; updates schedule in Enterprise Resource Planning (ERP) System throughout the term; produces and disseminates a list of additions, deletions and changes to schedule.
Collects information from various campus sources and colleges; advises departments to update assigned sections of the catalog; verifies courses to insure accuracy; edits and prepares catalog copy for submission to printer.
Runs and reviews course load audit reports and instructor load audit reports for accuracy.
Processes requests for cancellations; confirms that students have been notified of cancellation and advised of alternative available sections.
Processes reservations for all instructional room space; assists business office with room reservations for off-campus agencies.
May assist in negotiations for off-campus facilities.
Answers inquiries concerning scheduling activities, policies, or programs.
Performs related duties as assigned.

Minimum Qualification-Education/Experience
Three (3) years of experience performing increasingly responsible administrative or clerical duties in a similar work environment, including at least two (2) years performing technical administrative support duties.
Possession of an Associate degree from an accredited college, or the equivalent.

Minimum Qualification-Knowledge Of
Modern office methods, procedures, practices and equipment.
District and college policies and procedures.
Instructional contract rules and regulations.
Payroll rules, policies, and records relating to time reporting for academic staff.
Standard business English, grammar and spelling.
Software used for producing college class schedules and catalog.
Modern software applications (Microsoft Office Suite, etc.) and database software.

Minimum Qualification-Skill To
Skill/Ability to:
Perform responsible and complex clerical work using independent judgment.
Analyze situations and make decisions in procedural matters.
Perform accurate mathematical computations.
Effectively multi-task and organize time to meet schedules and timelines.
Prepare and maintain accurate and complete records and reports.
Maintain discretion and confidentiality.
Utilize specialized software applications and current systems used in the assigned unit.
Understand and carry out both oral and written instructions in an independent manner.
Communicate effectively, both orally and in writing.
Establish and maintain cooperative work relationships with those contacted in the performance of required duties.
Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.

Desirable Qualifications
1. Customer service - Demonstrates excellent skills in dealing with internal and external clients in person, on the telephone, and in written communications. Combines patience, determination, and persistence to troubleshoot client issues and develop solutions that support student success.
2. Time Management - Manages a challenging workload of multifaceted data analysis and entry within tight deadlines and with frequent interruptions.
3. Critical thinking/analysis - Strong problem-solving and analytical skills. Ability to critically review and resolve issues related to faculty assignments, class assignments, time schedules, room assignments, and related matters and understand their relationship to student success.
4. Familiarity with complex MIS systems- Easily identifies and solves mathematical and technical problems. Demonstrates competence in the use of computer resources such as the MIS system, Excel and Word to create and maintain files, retrieve data, manipulate data, format reports, and publish final documents.
5. Teamwork - Enjoys working as a team member as well as independently. Able to complete complex tasks through collaborative processes while adhering to strict timelines.
6. Regulations - Monitors and applies complex rules, contracts and procedures from a variety of sources.

Special Instructions to Applicants
Note: New employees will be placed at the first step which is $4,351 per month. Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on an annual basis, until the maximum step of $5,302 per month is reached on the salary schedule.

Job Close Date:

Open Until Filled

The Contra Costa Community College District does not discriminate against any applicant for employment on the basis of race, religion, color, national origin, ancestry, physical or mental disability, medical condition, marital status, age, sex, or sexual orientation. This prohibition against unlawful discrimination extends to any person who is perceived to have any of the above characteristics or who is associated with someone who has, or who is perceived to have, any of those characteristics.


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