Coordinator: Scheduling and Contracts
Pima Community College

Pima Community College
Pima Community College Named Top University/College Employer in Arizona

Position Title: Coordinator, Scheduling and Contracts

Department: Academic Affairs

Starting Rate: Band 4 - $22.64 - $25.49

Benefits: Summary

Closed Date: December 13, 2024, 5:00 PM Arizona Time

Position Summary:

The Scheduling and Contracts Coordinator performs multifaceted course creation and maintenance. The Scheduling and Contracts Coordinator interprets and monitors a variety of academic credit and non-credit, dual enrollment, reciprocal, contracts, and workforce training schedules and databases. Performs ongoing schedule refinement to maintain complex multi-campus classrooms for centralized academic and event scheduling. Coordinates and provides quality control for the release of adjunct and faculty overload employment contracts.

Duties and Responsibilities:

• Performs data entry to create CRNs, edit and maintain the academic schedules for multiple semesters to include credit and non-credit terms for all academic divisions utilizing the College's software systems. Audits, and updates course fees, textbook fees, differential, and reciprocal tuition fees for each course section number.
• Coordinates the roll-over of the academic schedule with Enrollment Services for each academic semester. Performs data cleanup for each term.
• Assists and provides guidance to Administrators and staff in the calculation of seat time according to the Carnegie guidelines. Identifies issues and discrepancies. Develops and implements training for internal stakeholders on the process and progress of the schedule.
• Performs analysis, researches, and uses independent judgment to solve complex conflicts, identifies potential threats and enrollment opportunities within the overall scheduling timeline. Recommends solutions for credit and non-credit schedules, Workforce, Dual Enrollment, Reciprocal and Contract training in accordance with the college programs, procedures, and policies.
• Processes the release of adjunct and faculty overload contracts according to payroll deadlines. Assists with the calculation of instructional workloads for regular load, lecture/lab loads, dual enrollment, workplace learning course load, independent study, and pay per student load.
• Conducts focused, detail-oriented work managing scheduling data for accurate, organized, and productive Full-time Faculty and adjunct workflow. Ensuring that contracts are loaded, coded correctly, and released based on the faculty/instructor workload.
• Audits Faculty Semester Load Forms to confirm fulfillment allotted by policy. Verifies that assignments and/or complementary educational support assignments are correct and that codes are transcribed correctly into the system.
• Prepares, monitors, and analyzes reports on enrollment, instructional workloads, overload contracts, and adjunct faculty contracts. Provides notification to other college departments of any adjustment to the instructional workload to ensure the accuracy of compensation.
• Researches and interprets data for administration, staff, and other college departments for various contract related matters. Demonstrates a high level of proficiency using data information systems as they relate to academic scheduling, event scheduling software, and query tools.
• Utilize scheduling software to maintain, monitor, coordinate, and audit that courses are in classrooms that are in compliance with specific seating capacity, technology, pedagogical, or other required class or room needs. Assists with managing and enforcing classroom scheduling guidelines.
• Reviews, improves, and facilitates the process for room assignments and room cleanup. Provides immediate, rapid analysis of classroom availability to provide quick results to accommodate instructor and student needs.
• Provides on-demand event scheduling, optimizing campus resources by researching and resolving difficult and complex multi-campus issues. Performs quality assurance of compliance functions related to ensure the accuracy of conflict-free scheduling.
• Provides advanced support to faculty and administration by reviewing and responding to requests for information, preparing and proofing reports. Gathers, assembles, updates, and distributes a variety of department or college specific information, forms, records, and data as requested.
• Serves as point-of contact for inquiries, complaints, and concerns regarding scheduling and contracts. Interacts with faculty, staff, and other internal stakeholders to answer questions concerning processes and procedures of scheduling, including classroom usage.
• Performs all other duties and responsibilities as assigned or directed by the supervisor.

• Bachelor's degree in a closely related field of study required and
• Up to one year of related experience in education, student services, or related field and
• One to three years of related experience in education, student services, or related field preferred

• An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above

• Knowledge of regulatory compliance principles and practices
• Knowledge and application of organizational and time management principles
• Skill in budget/resource management
• Skill in coordinating and monitoring the work of others
• Skill in effective communication (both written and oral)
• Skill in independent decision making
• Skill in organization, coordination, and management
• Skill in performing a variety of duties, often changing from one task to another of a different nature
• Skill in problem solving
• Skill in program development and process improvement
• Skill in operating specialized computer software and applications
• Ability to adapt and maintain professional composure in emergent and crisis situations
• Ability to develop and maintain effective and positive working relationships
• Ability to operate relevant equipment required to complete assigned responsibilities for the position