Title: Scheduling Specialist
Agency: Virginia Peninsula Community College
Location: Hampton - 650
FLSA: Nonexempt
Hiring Range: $ 44,000 - $50,000
Full Time or Part Time: Full Time
Job Description:
Virginia Peninsula Community College is a two-year institution of higher education established as a part of a statewide system of community colleges. It primarily serves the residents of the cities of Hampton, Newport News, Poquoson, and Williamsburg, and the counties of James City and York.
The Office of Academic Affairs at Virginia Peninsula Community College is dedicated to creating and sustaining educational opportunities and experiences that foster skilled learners, employees, and community members. It assumes a crucial role in bolstering students by delivering diverse services and initiatives designed to elevate their academic achievements. The Office of the Associate Vice President for Academic Affairs offers guidance and facilitates coordination among various units within Academic Affairs to advance these pursuits. Collaborating closely with other administrative offices, the Office of Academic Affairs strives to elevate the overall excellence of education and reinforce the institution's mission and objectives.
The Scheduling Specialist is responsible for scheduling classes in conjunction with the college’s instructional divisions by reviewing and verifying schedule input, identifying incomplete information, and assessing the possible impact on the overall Schedule of Classes and registration. Advises and troubleshoots in the information systems regarding all scheduling matters; coordinates room assignments; monitors scheduling publication deadlines and guidelines; and compiles the academic schedule for publication. The Scheduling Specialist will report to and work closely with the college’s Academic Data and Scheduling Analyst to ensure the accurate and timely input of the academic schedule. They will also assist the Associate Vice President for Academic Affairs with special projects and other duties. Minimum Qualifications:
Required:
1. Familiarity with academic course scheduling.
2. Relevant related work experience.
Knowledge
3. In-depth knowledge of higher education course scheduling principles, practices, and compliance requirements.
4. Familiarity with online catalog systems and their integration with curriculum and scheduling.
5. Knowledge of scheduling databases, master course files, and related institutional records.
6. Knowledge of student information systems (SIS) and reporting tools to manage, analyze, and update records.
7. Understanding academic processes and data workflows that inform schedule development.
8. Knowledge of regulatory requirements (federal, state, and accrediting bodies such as SACSCOC and VCCS policies) that impact scheduling and academic operations.
9. Knowledge of faculty workload requirements, contract compliance, and institutional scheduling policies.
10. Understanding of enrollment management principles and how scheduling decisions affect access, retention, and program productivity.
11. Knowledge of classroom utilization standards, space management strategies, and scheduling efficiency metrics.
12. Knowledge of project coordination and administrative processes to support institutional initiatives.
13. Ability to apply scheduling analytics to optimize course offerings and improve student access.
Skills
14. Proficiency with enterprise academic technologies, including student information systems (e.g., PeopleSoft), scheduling tools (e.g. Ad Astra), and student success platforms (e.g., Navigate).
15. Advanced proficiency in Microsoft Excel (pivot tables, formulas, reporting) and competency across the Microsoft Office Suite.
16. Skill in data visualization and dashboard/report preparation to communicate scheduling and enrollment data clearly to stakeholders.
17. Strong written, verbal, and presentation skills for communicating with diverse stakeholders.
18. Demonstrated creative and proactive problem-solving abilities.
19. Strong interpersonal skills with the ability to collaborate effectively with individuals at all organizational levels.
20. Customer service orientation and responsiveness in supporting faculty, staff, and students with scheduling needs.
21. Change management skills to support the implementation of new scheduling systems, processes, and policies.
22. High attention to detail with a commitment to accuracy, thoroughness, and quality in scheduling, auditing, and reporting.
Ability to:
23. Coordinate, analyze, and manage complex course schedules using integrated enterprise systems.
24. Analyze course distribution patterns and resolve scheduling conflicts across programs and campuses.
25. Ensure compliance with faculty load requirements, contract provisions, and institutional policies.
26. Conduct quality control reviews and audits of scheduling data to maintain accuracy and integrity.
27. Manage multiple projects simultaneously and provide technical training and user guides to faculty and staff on scheduling and reporting systems.
28. Design and tailor reports for varied audiences, including faculty, academic leadership, and executive administration.
29. Prioritize and manage tasks to meet deadlines while adapting to rapidly changing environments and cyclical workload demands (e.g., registration and add/drop periods).
30. Lead and advocate for technology-driven process improvements in scheduling and office procedures.
31. Apply strategic and critical thinking to scheduling challenges and institutional priorities.
32. Build and maintain collaborative relationships with key stakeholders, including faculty, staff, administrators, and project teams.
33. Facilitate cross-departmental discussions to resolve conflicts and balance institutional needs.
34. Support leadership initiatives by conducting research, maintaining documentation, and preparing reports, presentations, and project materials.
35. Analyze, interpret, and present scheduling and enrollment data to inform decision-making.
36. Learn and adapt quickly to new methodologies, technologies, and systems.
37. Handle confidential information responsibly and with discretion.
38. Work independently or collaboratively, exercising initiative and sound judgment with minimal supervision.
39. Promote equity and student access through schedules that provide balanced course offerings across times, locations, and modalities.
40. Identify inefficiencies in scheduling workflows and recommend policy or procedural enhancements.
41. Communicate and work effectively with diverse groups of people in support of an inclusive environment.
Additional Considerations:
Academic office experience working in higher education setting.