Academic Coordinator
2 weeks ago
Job Title: Senior Program Coordinator
Location: Hybrid Remote @ Boston, MA (3 days remote/2 days on-site. Preferably Wed on-site)
Duration: 06 Months Contract
General Description:
Supports the Associate Registrar for Curriculum and Classroom Management in overseeing the daily operations of the Office of the University Registrar's Curriculum and Classroom Management Area. Acts as a liaison between the Office of the University Registrar and the University community in matters pertaining to the class and final exam schedules. Processes requests and maintains records for class schedule changes and classroom space for final exams.
Posting Description:
The Senior Program Coordinator works with other staff members in the Office of the University Registrar, particularly Curriculum Management and Bulletin staff, and throughout the Enrollment & Student Administration unit. This role also partners with staff, faculty, and deans throughout University's schools and colleges and in other administrative offices throughout the University. The Senior Program Coordinator also works with some outside clients and vendors. This role reports to the Associate Registrar for Curriculum and Classroom Management.
The Senior Program Coordinator's primary duties include:
• Providing superb operational support for Curriculum and Classroom Management at University;
• Managing the daily Curriculum Management inbox;
• Perform ongoing quality control checks on their own work and the departmental schedulers;
• Providing periodic re-education on process and procedures with academic schedulers in the schools and colleges;
• Communicating regularly and accurately with internal and external clients.
The Senior Program Coordinator works relatively independently but may seek assistance for complex tasks. This role is expected to set priorities in consultation with others and to maintain confidentiality of information.
Essential Functions:
• 80% - Assists in the daily operations of the Curriculum and Classroom Management area. Processes additions and change request forms each semester class schedule. Updates all requests in the room scheduling functions of client, the University's student information system (SIS). Runs reporting information and shares with campus partners information related to any room openings on weekends and during non-semester periods such as intersession, spring break, and holidays. Responds to service tickets and emails each week from administrative contacts in schools and colleges, professors and students. Relocates previously scheduled classes or events in the case of room closures or to accommodate high-priority events.
• 10% - Acts as a liaison between the Curriculum and Classroom Management Area and the University Community. Supports schools/colleges in resolving class scheduling issues and responds to emergency requests as necessary. Communicates deadlines, policies and procedures pertaining to class schedule, rooms scheduling, and the final exam schedule. Identifies potential scheduling conflicts in both Registrar-controlled and proprietary classroom space and works with scheduling coordinators in schools/colleges to find a resolution. Responds to requests from Facilities Management and Information Services and Technology to check on classroom availability and generates excel spreadsheets with that information for their use.
• 10% - Assists with testing and validation of ongoing updates and/or changes to new student information system. Assists in proofing documentation and the on-line class schedule. Analyzes course offering patterns and date ranges for conformity with the recommended University policy. Proofs the class and line comments for redundancy, typos, and inaccurate statements concerning the cross-listing of classes. Acts as a proofreader for documents produced in the Curriculum and Classroom Management Area before their distribution.
Requirements:
About the Candidate
A Bachelor's Degree and 1-2 years of relevant work experience are required for this position. Experience with room scheduling software in any industry is a plus, but not a requirement for consideration. Customer service skills highly desirable. We are willing and happy to train any industry-specific skills required to perform this job.
Recommended Skills
• Excellent verbal and written communication skills, including ability to effectively communicate; with internal and external customers;
• Ability to compose clear documentation;
• Familiarity with scheduling;
• Ability to multi-task, establish priorities, and perform well under pressure;
• Ability to maintain a high level of data entry accuracy, consistency, and attention to detail;
• Be a methodical business process or systems thinker and problem solver;
• Ability to understand and analyze data; recognize anomalies and apply updates methodically;
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.
Preferred Skills:
• Experience working in a higher education setting;
• Familiarity with Student Information Systems or robust relational databases;
• Demonstrated success with project management and process improvement initiatives
• Ability to communicate technical information to a non-technical audience and to give effective group presentations
Technology:
Large relational databases;
Microsoft Suite including expertise with Excel or Google Sheets
25Live or other room scheduling software program
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