Course and Event Scheduling Specialist

Oct 09, 2017
Institution Type
Four-Year Institution

Stanford University

Course and Event Scheduling Specialist

Job Number:

For full consideration, submit your application by 5 pm on Friday, October 20, 2017. Note: Not all unique aspects of the job are covered by this job description

Would you like to use your expertise to support Stanford students, faculty and staff? Then the position of Course and Event Scheduling Specialist in the Office of the Registrar may be the right opportunity for you!

The Office of the University Registrar is proud to be part of Student Affairs, which advances student development and learning; fosters community engagement; promotes diversity, inclusion and respect; and empowers students to thrive.


Administer, implement, and interpret university and department policies and procedures on issues regarding course and event scheduling. Identify, clarify, and resolve highly visible or complex issues with substantial significance and impact that may span multiple areas, using advanced technical and professional knowledge requiring independent judgment.

Reporting to the Associate Registrar, the Course and Scheduling Specialist is responsible for scheduling courses and events campus-wide. This includes the scheduling of approximately 3000 courses, 200 classroom spaces and 500 events across campus each quarter. The candidate is expected to analyze complex business processes involved in compiling course data and scheduling classes at the university; audits the accuracy of data entered into the student information system by 180+ departmental staff.

  • Administer the scheduling of courses and events campus-wide.
    • Manage processes and programs to implement the goals of the unit, department, or division.
    • Audit academic courses for accuracy during the year, especially before Axess opens for enrollment.
    • Devise, implement, and document auditing business practices within course and event scheduling.
    • Manage the scheduling and course set-up process as well as support instructional needs.
  • Provide consultation to schools, departments, faculty, and staff on issues related to course set-up and enrollment management.
  • Represent department programs and initiatives at meetings, conferences, and to the university to both internal and external constituents.
  • Collaborate with others to help resolve program issues and concerns, interpret policies, and mediate complex and sensitive issues.
  • Reconcile complex issues; analyze diverse transactions from multiple sources.
  • Prepare management reports and presentations.
  • Identify and evaluate data needs, manage the implementation and development of technology.
    • Work collaboratively with system analysts and programmers to identify and resolve problems as well as to identify and define requirements for course related functions in PeopleSoft and CPS (curriculum planning syste) class form.
  • Develop and implement plans for outreach efforts.
  • Provide advice to students on a range of issues, including, but not limited to, enrollment, course and event scheduling, etc., in order to assist them in making appropriate choices and decisions.
  • Serve as a subject matter expert to other departments; represent unit/department.
  • Lead, create and contribute to development of business practices and organizational change to improve processes and workflow.
  • Serve as a key member of university wide teams and projects.
  • May train and supervise other staff, volunteers and temporary workers.
  • Other duties may also be assigned
Education & Experience:

Bachelor's degree and three years of relevant experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:
  • Strong communication skills to clearly and effectively communicate information to internal and external audiences, client groups, and management.
  • Advanced analysis and problem solving skills.
  • Advanced computer skills, experience with Microsoft Office Suite, PeopleSoft or equivalent student information system, CPS (Curriculum Planning System), Remedy/Service Now
  • Advanced customer service skills.
  • Relevant computer systems/technology experience.
  • Ability to ensure and apply compliance with legal, financial, and university policies and external regulations. Certifications and Licenses:
  • Three years of experience scheduling courses, classes and events. PHYSICAL REQUIREMENTS*: - Frequently sit, perform desk-based computer tasks.

    - Occasionally stand, walk, twist, use fine manipulation, grasp, use a telephone, write by hand, sort and file paperwork, lift, carry, push, and rarely pull objects that weigh up to 10 pounds.

    * - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

    WORK STANDARDS: - Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.

    - Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.

    - Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, .

    Experience a culture of excellence. Stanford University, located in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.

    Supporting that mission is a staff of more than 10,000, which is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability and promote healthy, fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

    Finalist candidate must successfully pass a pre-employment background check.

    Job: Student Services

    Location: Vice Provost for Student Affairs
    Schedule: Full-time
    Classification Level:

    To be considered for this position please visit our web site and apply on line at the following link:

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.


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