Job Details

Academic Scheduling & Student Services Specialist

Position Number: 6096428
Location: Boulder, CO
Position Type: Admissions/Enrollment

Academic Scheduling & Student Services Specialist

Requisition Number: 63001
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 04-Apr-2025
Date Posted:

Job Summary

The Paul M. Rady Department of Mechanical Engineering encourages applications for the Academic Scheduling & Student Services Specialist position! This role will coordinate student services, data analysis, and course scheduling efforts for the Paul M. Rady Department of Mechanical Engineering. The primary responsibilities are to coordinate with faculty and advisors to maintain and update the curriculum, develop and implement each semester's course schedule including inputting it into the centralized course scheduling system, and assist with enrollment management and projections. This role will focus heavily on data-driven decision-making, including the analysis of enrollment trends, course demand, and resource allocation to directly inform strategic decisions related to course scheduling, faculty workload balancing, and resource planning. The position will also assist with the department's Accreditation Board for Engineering and Technology (ABET) accreditation process and lead the peer observation program. This role requires maintaining and updating a comprehensive departmental spreadsheet accessible by graduate, undergraduate, HR and finance teams, tracking course schedules, enrollments, faculty teaching loads, buydown information, comprehensive review/promotion/tenure (CRPT) and sabbatical dates, and classroom observations/interviews. The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

The Paul M. Rady Department of Mechanical Engineering is pioneering scientific breakthroughs, launching innovative technologies and educating creative engineers that will solve today's societal challenges by improving human health, enabling security and promoting sustainability.

What Your Key Responsibilities Will Be

Academic Scheduling Liaison

Collaborate with the Chair, Associate Chair for Undergraduate Education, Associate Chair for Graduate Education, and advisors to plan each session/semester and project enrollment numbers, providing data analysis and forecasting models.
Maintain and update a shared spreadsheet tracking course schedules, enrollments, faculty teaching loads (including buydown information), CRPT and sabbatical dates, and classroom observations/interviews.
Develop course schedules for the next full academic year and summer terms every January/February, prioritizing core undergraduate and graduate teaching, full faculty load utilization, consistent faculty course assignments, balanced enrollments, and appropriate remote offerings.
Serve as the main departmental liaison at campus, college, and department meetings concerning academic scheduling and registration. Keep abreast of changes to the Academic Scheduling process as set forth by the Academic Scheduling unit in the Office of the Registrar.
Monitor course revision and course proposal process for undergraduate and graduate courses, working closely with the Undergraduate and Graduate Committees, in collaboration with faculty partners.
Collaborate with faculty and department leadership to update the University course catalog annually.
Work with the communications and content specialist to maintain shared course schedules and website curriculum pages.
Set up courses in the university course scheduling system for summer, fall, and spring terms, including completing the necessary forms for Academic Scheduling to make schedule adjustments throughout the year. This includes coordinating central room requests through the university system.
Coordinate with campus and department scheduling contacts, such as ITLL and Idea Forge, to arrange for departmentally-controlled spaces like laboratory space, recitation rooms, and other non-centrally scheduled spaces.
Collaborate with other departments to avoid scheduling conflicts for interdisciplinary or cross-departmental classes.
Initiate continuous reviews and propose improvements to streamline academic scheduling, enrollment management, and instructional support workflows.
Maintain historical data on classroom usage, courses offered, and other course information; provide analytics and forecasting reports.
Schedule rooms for ad hoc academic events (review sessions, midterms, course skills, training, etc.) as requested by individual faculty.
Communicate course schedules and changes with all collaborators.
Develop a deep understanding of course prerequisites, corequisites, and student degree plans to minimize scheduling conflicts.

Enrollment and Student Services

Provide timely support to students requiring course overrides, drop requests, and enrollment adjustments.
Adjust student enrollment permissions, add/drop/waitlist status, and prerequisite overrides; respond to enrollment requests from faculty, advisors, and administrators.
Collaborate on procedures to allow non-majors into major-restricted classes when appropriate.
Serves as staff liaison to the undergraduate committee, taking on a more strategic and active role in organizing and documenting committee activities, including managing elective course lists, independent study agreements, petition decisions, and collaborating on curriculum planning and improvements.
Coordinate undergraduate committee meetings, prepare and circulate agendas, and maintain official meeting minutes.
Track spending and facilitate budget/course funding reviews for undergraduate committee, which includes organizing and collecting funding opportunities (such as EEF proposals).

Course Support Coordination

Regularly run and analyze post-enrollment requirements checking reports, coordinating adjustments with advisors.
Compile and maintain a comprehensive database of course syllabi for ABET accreditation and advisor reference.
Collaborate and actively participate in the faculty course interview process, working closely with faculty and department leadership to ensure effective and constructive evaluations. This includes coordinating interview schedules, preparing evaluation materials, documenting feedback, and assisting in the development of action plans for instructional improvement based on interview outcomes.
Review course assistant (CA) hiring forms submitted by faculty, cross-checking them against the department's CA support spreadsheet to ensure alignment with allocated hours. When discrepancies arise, coordinate with department leadership to approve additional hours as needed, ensuring consistent and equitable support.

Department Evaluation, Improvement, & ABET

Serves as the ME Faculty Course Questionnaire (FCQ) Coordinator, ensuring proper administration and maintaining online files of FCQ results.
Provide FCQ data and analysis for faculty evaluations, comprehensive review, promotion, tenure, and annual performance reviews.
Assist the faculty ABET coordinator with accreditation efforts, including data collection, analysis, and reporting.
Lead the department's peer observation program, coordinating faculty observations and ensuring effective implementation.

Other

Undertakes other duties and responsibilities as assigned.
Stays apprised and current on relevant University and State of Colorado policies and procedures.
Participates in professional development activities and serves on unit, college or campus committees as applicable.

What You Should Know

The work schedule for this position will be 8:00 am - 5:00pm, Monday - Friday. This position may be eligible for a hybrid work modality, consistent with the College of Engineering and Applied Science Hybrid Work Policy.

What We Can Offer

Starting annual salary range for this full-time position is $51,000 - $63,750. Relocation assistance is available within department guidelines.

Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be collaborative. Be engaged. Be Boulder.

What We Require

Bachelor's degree.
Two years of experience in academic administration, course scheduling, student services, or related area - especially in a higher education setting.
Equivalent combination of education and experience may substitute.

What You Will Need

Advanced proficiency in Microsoft Excel, including data analysis, pivot tables, and complex formula development.
Strong analytical and problem-solving skills, with the ability to interpret data and provide strategic insights.
Excellent communication, interpersonal, and organizational skills.
Impeccable attention to detail and strong problem solving abilities, including the ability to become a subject matter expert through proactive learning.
Ability to collect, present, and explain data and processes clearly to faculty, staff, and students.
Proficient in Microsoft Office.
Ability to work independently and collaboratively as part of a team.
Sensitivity to and appreciation of cultural, political, and geographical differences, with the ability to work well with faculty, staff, and students from around the world.

Special Instructions

To apply, please submit the following materials:

A current resume.
A cover letter that specifically addresses how your background and experience align with the requirements, qualifications and responsibilities of the position.

You will not be asked to upload references at this time. Please apply by April 4, 2025 for consideration. Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs.
In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Academic-Scheduling-Student-Services-Specialist/63001