Manager of Academic and Centralized Scheduling

Seaside, California
Jul 30, 2018
Institution Type
Four-Year Institution

Manager of Academic and Centralized Scheduling

(Administrator II)


Apply Today!  Open until filled.  Application Screening Begins: Thursday, August 23, 2018


Under the general supervision of the AVP for Academic Planning and Institutional Effectiveness (APIE), the Manager of Academic and Centralized Scheduling (ACS) serves as the lead administrator and manager for operations of the academic scheduling office and centralized space management. Responsibilities include management of staff and functions related to university instructional space, scheduling of courses, development of campus academic and master calendars; providing leadership in the university’s development of centralized academic and master space scheduling with campus-wide use of 25Live; and liaison with the CSU Chancellor’s Office regarding course information, faculty workload, and instructional space utilization. Work is reviewed for soundness of judgment and effectiveness in achieving desired results.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

Academic and Centralized Scheduling

  1. Oversees the use of university space on a day-to-day operational basis.  This includes the development and implementation of policies and procedures regarding use of instructional space: classroom usage, equipment, and functionality. Coordinates with Campus Planning and Development and various academic and non-academic departments in space planning and projections, policy development, and operational practices.
  2. Oversees the academic and campus space scheduling processes within the unit.
  3. Develops and implements policies for the Academic and Centralized Scheduling office. Serves as lead representative on campus to define, prioritize, manage, expand and enhance campus space use and scheduling practices.  
  4. Provides leadership and supervises staff; delegates assignments and reviews work for completion and accuracy; identifies staff and training needs; completes periodical performance evaluations; develops and administers annual office budget.
  5. Reviews office organization; proposes appropriate job delegation and drafts job descriptions as needed.
  6. Works with ACS staff and Conference and Event Services to coordinate summer classes and programs using instructional space.  Works with Extended Ed regarding class schedules and instructional space usage.
  7. Develops university protocols for data and course management and monitors adherence to university and system-wide curriculum and course development standards and policies.  Responsible for data administration across academic departments within Academic Affairs concerning the course catalog, class scheduling, faculty workload, and instructional space.
  8. Serves as the lead administrator and functional manager for 25Live.  Oversees a training program to expand utilization of 25Live and 25Live functions.
  9. Reviews and approves security administration for all access to scheduling and catalog data in CMS student information system on an ongoing basis.
  10. Responsible for the preparation and publication of the university Academic Calendar and Pay Period Certification calendar, campus master calendar, departmental calendar publications, and schedules. 
  11. Provides oversight to the student information system (CMS PeopleSoft) academic scheduling cycle.  This includes data input, user training, data analysis/integrity, data extraction tools, reporting, and dissemination/publication. Provides reports and analysis of academic planning and scheduling for the Provost and the AVP APIE.
  12. Serves as campus representative to the CSU Chancellor’s Office for calendar and APDB reporting. Serves as the lead in the preparation, reconciliation, and reporting of the Academic Planning Database (APDB – the annual Chancellor’s Office report representing campus information with regards to course offerings, faculty workload, and instructional space use).

Coordination of Catalog Courses

  1. Notify AVP APIE of enrollment-related scheduling issues.
  2. Develop course-related reports (e.g., lists of inactive courses, generic courses, experimental courses, and active courses) as archives for the University. 
  3. Research history of sunset courses to determine if sufficient time has elapsed for a course number to be reused for a new course.  Work closely with Registrar’s office with regards to course numbering. 
  4. Notify Academic Department/Program Chair and Support staff when catalog for new courses and course changes is complete or updated and ready for their input into CMS student information system. 
  5. Coordinate schedule of course revision and review of catalog text with Academic Affairs Analyst for production in a timely manner.  Academic Affairs retains the responsibility to review and produce the University Catalog as a publication. 
  6. Work closely with, and communicate with key campus colleagues, as well troubleshoot issues related to catalog and curriculum.
  7. Coordinate editing of catalog course descriptions with faculty during the curriculum approval process in collaboration with the Catalog and Scheduling Specialist.

Coordination of Technical Curriculum Issues

  1. Analyze and interpret CMS PeopleSoft student information system catalog data elements as they relate to CSUMB curriculum policies for AVP APIE and other key campus colleagues as needed.
  2. Analyze how the curriculum is represented in CMS PeopleSoft student information system to provide recommendations on necessary changes.  Evaluate and report on the feasibility of curriculum changes from the perspective of what CMS PeopleSoft student information system is capable of providing. Identify areas that can be improved and make implementation recommendations to the AVP APIE. Alert other offices to impending changes in how curriculum is represented in CMS PeopleSoft. 
  3. Oversee training of the Catalog and Scheduling Coordinator in the input and maintenance of course history into the CMS PeopleSoft Course Catalog file in collaboration with the Academic Scheduling System Support staff member. Monitor Web Schedule posting and correction of errors, working closely with Academic Scheduling staff.
  4. Advise Extended Education in catalog and schedule-building in CMS PeopleSoft in order to be uniform with the state-supported practices and procedures.  Troubleshoot CMS PeopleSoft problems with Extended Education that have an impact on their courses.

Other Functions:

  1. Collaborate with various departments campus-wide regarding a broad range of issues including curriculum, technology, data, publications, and facilities management.
  2. Represent/participate on various campus committees as appropriate.
  3. Perform other duties and special projects as assigned.


Knowledge of: academic and centralized space scheduling policies and practices; scheduling-related functions including academic course management, faculty workload, and instructional space management; university student information systems, as well as general information management technology; database development and management; information and/or space scheduling systems.

Ability to: effectively communicate, persuade, negotiate, influence, collaborate and resolve issues with various constituents in a collaborative manner; effectively utilize the system to enhance campus scheduling; interpret and follow CSU guidelines related to course management; develop and implement policy and procedures; use excellent written and oral communication skills; establish and adhere to stringent deadlines while assuring accuracy of detailed information; prioritize tasks, to work independently, to maintain confidentiality, and to take initiative to improve upon current operations in a collaborative manner; establish and maintain effective, cooperative working relationships within a diverse university environment including staff, faculty and students; provide supervisory, leadership, and problem-solving skills to staff; and proficiently use personal computers, including appropriate software.


Equivalent to a bachelor’s degree from an accredited college/university AND three (3) years experience preferably in the area of space scheduling, but acceptable in data management, university curriculum, academic records, and/or student information.


Proficient in the use of personal computers including word processing, spreadsheets and database software. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.  Experience with 25Live, PeopleSoft, MS Access, MS Office and Visio.  Previous experience at a university in information management systems, course and/or space scheduling.  Masters degree. Experience with integrated systems to advance the operations of complex organizations. Demonstrated skills in working successfully with a team of employees to establish goals and meet deadlines. Experience in California higher education system. Highly desirable: Demonstrated understanding of and commitment to the CSUMB Vision Statement and the Core Values of applied, active, and project-based learning activities; interdisciplinarity; multicultural and global perspectives; technological sophistication; service learning; ethical reflection and practice; and collaboration.  Experience working with a diverse and multicultural population and performing community services.  


All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).

The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083  as a condition of employment.

This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.

May require occasional evenings and/or weekend work.

This position has been designated as a sensitive position with:

  • access to, or control over, cash, checks, credit cards, and/or credit card account information 
  • responsibility or access/possession of building master or sub-master keys for building access
  • control over campus business processes, either through functional roles or system security access


Office environment with standard equipment and tasks. Position requires working at a computer/video display terminal and desk for extended periods of time.  May require travel between campus offices and off-campus locations. 


Commensurate with qualifications and experience. This is a management level position with an attractive benefits package, which includes:  a vacation accrual rate of 16 hours per month; an excellent choice of medical, dental and vision insurance; long term disability coverage; life insurance; educational incentives; and retirement benefits. For further information, please visit: Management Personnel Plan. The University Corporation at CSU Monterey Bay also provides access to affordable campus housing, Employee Housing.


Please be aware of the following important dates and plan accordingly: 

Tentative Timeline:

Week of Sept. 10            Successful applicants invited to Screening Interview (to be held via Skype)                     

Week of Sept. 24            Successful Candidates invited to On-Campus Interview

For full consideration, submit the required documents by the priority screen date listed above.  For assistance or if you require an accommodation, please call (831) 582-3389.  For computer/online access you may visit the Tanimura & Antle Family Memorial Library (map).  Please check the links provided for the respective hours. 

CSU Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to: Age, Disability, Race or Ethnicity, Gender, Gender Identity or Expression, Nationality, Religion, Sexual Orientation, Genetic Information, Veteran or Military Status.

All employees must be eligible for employment in the U.S.