Application Specialist

San Diego
Oct 04, 2017
Institution Type
Four-Year Institution

Application Specialist

Department: University Scheduling	
Staff Full-Time
Job IRC#25418

Job Description:
Reporting to the Director, University Scheduling & Parking Services, the Application Specialist for University Scheduling is charged with overseeing Business Technology implementations and innovations related to room scheduling. Duties include technology planning, data analysis/reporting, implementation, customization, education/training, reliability, and problem solving.

Promote seamless integration of room scheduling software/hardware applications with other USD departments, vendors and campus administrative systems. Management of Event Scheduling System (EMS) suite of applications, including Master Calendar, Virtual EMS, HR Tool Kit, Academic Scheduling, and any other systems purchased by the University Scheduling.

Working collaboratively with ITS (Information Technology Services), responsibilities will include expert functional knowledge of all University Scheduling software, hardware, and applications. Ensure data integrity and system security associated with EMS are done in conjunction with ITS. Help schedule and coordinate patches/fixes and modifications; keep university community/departments informed of planned system outages and updates.

Develop and maintain the University Scheduling department website (in accordance to USD web templates) so accurate information is reaching the campus and outside community. Responsible for continuous enhancements of University Scheduling website based on analysis, research, and customer requests.

Perform a full range of varied and complex administrative and technical assignments in support of the daily operational needs of the Event and Academic Scheduling system. Provide critical daily support to internal and external end users on the use of applications. Works closely with Institutional Research, USD Space Committee and Facilities Management to ensure the scheduling system is updated as spaces and resources are upgraded and/or renovated. Holds monthly end-user trainings with current users and as new users are hired. Supervision received: general guidance and direction from the Director of University Scheduling. Supervision exercised:direct supervision of student staff (1-2 employees).

Duties and Responsibilities
Event Management System (EMS)	
• Manage the event/course scheduling system (EMS) efficiently and effectively for all scheduling units on campus: Event Scheduling (Athletic venues, Degheri Alumni, Manchester Hall, Mother Rosalie Hill Hall, Conference Services, UC/SLP, and Kroc Institute of Peace & Justice) and Academic Scheduling (Arts & Sciences, School of Business, School of Law, School of Nursing, School of Peace Studies, School of Leadership & Education, Professional & Continuing Education and School of Engineering).
• Responsible for the Event Management System (EMS) suite of applications such as Master Calendar, Virtual EMS, HR Tool Kit, Academic Scheduling, and other modules purchased with the system.
• Document all internal and external issues with various applications and modules in EMS, including but not limited to: product change requests (PCR), technical assistance requests (TAR), application bugs and application defects. Work closely with USD ITS and external vendors (Dean Evans & Associates, Social Tables, CloverLeaf Oracle, etc.) to provide resolutions in a timely manner. Keep internal and external employees/vendors informed of technical issues. Follow up on status of all items until issues are resolved.
• Ensure data integrity and accuracy for all University Scheduling functions. The ability to quickly access, process and distribute information is a necessity. Must be able to make the EMS user friendly and provide transparency.
• Primary subject matter expert (SME) and Level 2 support to address all inquiries/ questions regarding the scheduling software and its modules. Disseminate information to users about scheduling software product offerings and capabilities, optimizing the use of the software for each business unit.

Scheduling Technology Support/ ITS Liaison				
• Provide daily functional support for all scheduling units on campus: Event Scheduling (Athletics, Degheri Alumni, Manchester Hall, Mother Rosalie Hill Hall, Conference Services, UC/SLP, and Kroc Institute of Peace & Justice) and Academic Scheduling (Arts & Sciences, School of Business, School of Law, School of Nursing, School of Peace Studies, School of Leadership & Education, Professional & Continuing Education and School of Engineering) including software, applications, hardware, and peripherals.
• Serve as the functional/technical liaison to facilitate troubleshooting calls between scheduling software users, technical contacts, and software's Support department.
• Create custom application reports for business analysis. Run custom data extractions based on University Scheduling needs and provide the requested results through reports, portals or additional applications.
• Provide technology training for campus community in the use of software applications and business procedures. Create and provide comprehensive, group or one-on-one, training programs for campus community on use of applications.
• Working with ITS, assist in the deployment of Master Calendar; provide technical support and staff training associated with the event posting/calendaring for the campus community. Perform, with ITS and/or EMS vendor, server and database replication and backups. Perform unit and system testing for modules, tests all patches and system upgrades.

Business Process Development and Project Management			
• Lead and manage the implementation of all system or software improvements related to University Scheduling Office. Also participate in review, evaluation and revision of the University's scheduling rules, regulations, and standard operating procedures (SOP).
• Oversee the design, development and maintenance of application systems by managing and overseeing business and technical analysis in support of USD's strategic initiatives and Application strategy and roadmap.
• Lead requirement analysis sessions to gather key business objectives and develop custom solutions based on business needs. Also responsible for documenting functional requirement and all business processes, as it relates to the scheduling software.
• Assist in analyzing business processes/procedures and prepare recommendations for improvements in efficiency and effectiveness. Create end-user surveys and prepare trend analysis to support recommendations.
• Hire, train, supervise and evaluate student staff personnel who assist with operation.

University Scheduling Website							
• Research and prepare suggestions for improvement of University Scheduling website. Provide University Scheduling website support within parameters of USD web site design standards/templates. Provide website content development which will include downloadable forms, University images, maps, records, presentations, division information, and a variety of additional information as requested by the Directors.
• Maintain text and visual content for the following websites: Virtual EMS, online reservation module and Master Calendar. In addition, perform all other duties as assigned by the Director, University Scheduling & Parking Services.
• Additional duties as required.

Minimum and Preferred
• Bachelor's degree required; additional experience may substitute for education requirement at the rate of one year additional experience for two years education.
•3-5 years of progressive responsibility in the field of technical support to end users on the use of applications; or related computer-based environment is necessary.
• Basic knowledge of relational database and Structured Query Language (SQL).
• Formal project management training preferred.
• Experience implementing large new software is highly desirable.
• Advanced computer skills required, in conjunction with an aptitude to learning customized software applications. Experience with troubleshooting within a PC and/or MAC environment and related software, hardware, and peripherals is needed.
• Experience with ERP administrative systems (Banner) is preferred.
• Experience with basic website support and content management.
• Effective written and verbal communications skills are necessary.
• Understanding and support of the University Scheduling mission and the fundamental values of service to others, community and diversity is essential.
Performance Expectations: Knowledge, Skills & Abilities
• Working knowledge of process improvement methodologies
• Working knowledge of programming languages
• Exceptional analytical and problem-solving skills
• Demonstrated ability to work across a broad range of technologies to understand complex solutions
• Demonstrated ability to effectively coordinate multiple priorities in a dynamic environment and work well under pressure
• Ability to compose and present material to communicate difficult concepts and gain consensus
• Effective time management skills demonstrated by successful and timely completion of projects
• Ability to work both independently and in a team-oriented, collaborative environment
• Ability to coordinate project initiatives, meetings, and work activities across various workgroups to achieve specific goals and strategic direction
• Ability to provide leadership and influence others
• Expert skill with MS Word, Vision, Excel, and other Microsoft Office applications
• Knowledge of IT and workflows
• Knowledge of and ability to stay abreast of industry technological advances
• Knowledge of and ability to learn information systems and applications
• Ability to communicate concepts in concise form to management and to cross-functional departments or teams verbally, in writing, and through pictures or diagrams when appropriate
• Ability to foster effective working relationships and build consensus
• Ability to work collaboratively in a multi-disciplinary environment
• Ability to demonstrate sound judgment and reasoning
• Ability to apply consultative skills to assess user needs and communicate technology systems and solutions.

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Salary: Commensurate with Experience; Excellent Benefits.

The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

Hours: 37.5 hours per week

Closing date: October 24, 2017

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information,

Click Apply Now to complete our online application. In addition, you are strongly recommended to upload a cover letter and resume to your application profile for the hiring managers' review.If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at

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