University Scheduling Coordinator

Ball State University

Muncie, IN

ID: 7103712 (Ref.No. BSU31684)
Posted: June 22, 2022
Application Deadline: Open Until Filled

Job Description

The University Scheduling Coordinator is responsible for producing and ensuring the accuracy of the master schedules across all terms. This includes all aspects of course schedule production as well as coordinating centralized space scheduling. Responsible for ensuring optimal resource utilization of general-purpose classrooms and providing impeccable customer service support to registration and academic affairs personnel. Supports compliance and reporting projects that inform the development and refinement of policies and procedures related to academic scheduling and space utilization.


The Office of the Registrar is looking for candidates who are thoughtful, forward-thinking, equity-minded and energized by the prospect of being part of a dynamic team dedicated to helping grow our organization.

Job Function:

The University Scheduling Coordinator is responsible for producing and ensuring the accuracy of the master schedules across all terms. This includes all aspects of course schedule production as well as coordinating centralized space scheduling. Responsible for ensuring optimal resource utilization of general-purpose classrooms and providing impeccable customer service support to registration and academic affairs personnel. Supports compliance and reporting projects that inform the development and refinement of policies and procedures related to academic scheduling and space utilization.

Minimum Education:

Bachelor’s degree from an accredited institution or in lieu of a Bachelor’s degree, an Associate’s degree plus two years of related administrative experience.

Preferred Education:

Master’s degree in appropriate field.

Minimum Experience:

At least one year of related experience.

Preferred Experience:

Three years of academic scheduling or related administrative experience; or equivalent combination of experience and training.

Duties and Responsibilities:

  • Establish dates, deadlines and timelines for all activities related to academic scheduling (systems and business processes) and general-purpose classroom use.

  • Collaborate with College Scheduling Specialists to coordinate workflow across the colleges/departments ensuring adherence to dates, deadlines, policies and procedures.

  • Responsible for ensuring the integrity and accuracy of the master schedules for three semesters simultaneously. Identify scheduling discrepancies and work with College Scheduling Specialists to provide solutions based on established guidelines and compliance. Establish scheduling procedures, policies and timelines.

  • Collaborate with academic departments and campus administration to assign academic spaces for classes and events, devising creative solutions for complex issues related to the general-purpose classroom inventory.

  • Utilize several systems, including the University student information system and classroom scheduling software, to ensure classes are created, assigned and the schedule is optimized. Run Banner jobs, scheduling optimizer, and data integrations.

  • Serve as a liaison with administrative offices that have shared responsibilities for centrally managed classrooms (Facilities Planning and Management, Information Technology Services, etc.).

  • Inform the creation of, and generate scheduling reports used to maximize class scheduling, utilization, scheduling accuracy; ensure departments correct scheduling errors prior to student enrollment. Analyze and solve non-routine scheduling and data processing problems.

  • Determine when scheduling problems require procedural, organizational, or policy changes to maintain or improve the efficiency of the scheduling process and the utilization of general assignment classrooms.

  • Reconcile Ellucian Banner, 25Live and the facilities databases to ensure general purpose classroom data is accurate across all systems. Analyze and evaluate operations business processes, provide feedback and summarize needs and areas of improvement cross stakeholder areas.

  • Create, maintain, and revise scheduling-related training and process documentation.

  • Perform other related duties as assigned.



At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.