Office Assistant VI, Course Scheduling

San Francisco
Mar 01, 2018
Institution Type
Four-Year Institution

Office Assistant VI, Course Scheduling

University of San Francisco

Job Summary:

Position Purpose:
The primary purpose of this position is to coordinate academic classroom scheduling. In addition, the position supports general record processing tasks associated with the University Registrar's Office. As a member of the Registrar Team, the incumbent serves as a resource for registration; customer service via in-person, telephone, and email; and provides assistance during commencement related ceremonies. This position reports to the Manager of Academic Records and Faculty Services.

Job Responsibilities:

• Creates and maintains classroom inventory in the student (Banner) and classroom scheduling systems (EMS).
• Initiates and monitors the automated room assignment process in the final stages of production of the Schedules of Classes.
• Works with office managers at branch campuses on classroom scheduling.
• Troubleshoots and resolves problems and conflicts that arise in the assignment of classroom space. Communicates with college/school academic schedulers and faculty regarding any changes and posts signs at classrooms as necessary.
• Schedules classes and final exams for instruction and other users as needed.
• Reviews room assignments for double bookings and other conflicts and resolves as appropriate.
• Prepares and analyzes classroom utilization reports.
• Works closely with school and college academic schedule coordinators as they input course offerings and pre-assign classrooms.
• Coordinate with Events Management and Guest Services on course and event shared spaces.
• Works closely with the Associate Registrar on class scheduling matrix updates and changes.
• Monitors conditions of classrooms and works with Facilities Management and Information Technology Services to resolve furniture, maintenance, and technical resource issues.
• Creates and cancels courses as needed.
• Document and maintain relevant procedures.
• Provides customer service via in-person, telephone, and email to students, faculty, and staff on issues and questions related to the Office of the University Registrar functions.
• Processes University Registrar forms (e.g. add/drop requests, change of grades, leaves of absence, etc.).
• Participates in early, regular, and late registration.
• Participates in commencement and preparations for ceremonies.
• Supports the Manager of Academic Records and Faculty Service with troubleshooting issues and questions related to the Blue Teaching Evaluation system.
• Participates in the purging and archiving of academic records.
• Serve as alternate to Registrar staff colleagues during periods of vacation and illness.
• Work with student confidential information including social security numbers and directory information.
• Assists in the hiring and supervision of student assistants.
• Other duties as assigned.

Minimum Requirements:

• Post high-school education preferred.
• Excellent oral and written communication skills.
• Must be detail oriented and able to problem solve various types of issues related to the job responsibilities.
• Excellent customer service skills.
• Training or experience equivalent to four years of increasingly responsible work experience or related education.
• Ability to work with minimal supervision.
• Desktop computer proficiency: Windows operating system, MS Office software, email management and other commonly used software applications, such as Google Docs and Spreadsheets.
• Ability to provide accurate information and develop a thorough understanding of the university’s general regulations and office procedures.
• Ability to work as a member of a team and contribute to the overall smooth operation of a service environment.
• Occasional evening and weekend work expected.
• Respectful, friendly, and accountable.
• Understanding of and commitment to USF’s Vision, Mission, and Values.

Additional Knowledge, Skills, and Abilities:

• Experience working in Ellucian’s Banner Student system or equivalent college/university student system.
• Experience working with the EMS Schedule system or equivalent scheduling system.

For information on how to apply, please visit the following link:

EEO Policy
The University of San Francisco is an equal opportunity institution of higher education. As a matter of policy, the University does not discriminate in employment, educational services and academic programs on the basis of an individual’s race, color, religion, religious creed, ancestry, national origin, age (except minors), sex, gender identity, sexual orientation, marital status, medical condition (cancer-related and genetic-related) and disability, and the other bases prohibited by law. The University reasonably accommodates qualified individuals with disabilities under the law.


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