Administrative and Scheduling Coordinator
Job no: 513991
Position Type: Staff Full Time
Campus: UMass Boston
Pay Grade: 30
Date opened: Eastern Daylight Time
Applications close: Eastern Daylight Time
The Administrative and Scheduling Coordinator is responsible for coordinating academic administrative initiatives within the College of Management. The incumbent is responsible for working with CM leadership in course planning and scheduling courses for the academic year; for working with department chairs in a timely manner; coordinating with graduate program directors, undergraduate/graduate program directors as needed in order to plan and/or adjust course schedules to accommodate limitations concerning space, low or over-enrolled courses, and to uniformly distribute full-time and part-time faculty across introductory, concentration, and graduate courses to meet CM instructional and/or accreditation requirements. The Administrative and Scheduling Coordinator will also serve as CM point person for faculty staffing and contract processing in consultation with the Assistant Dean, and as requested, for departmental coordination of annual faculty, tenure and fourth year reviews.
Examples of Duties:
- Work with College of Management (CM) leadership and the UMass Boston Registrars’ Office in scheduling course components and/or making adjustments in a timely manner for the regular academic year (fall, spring and summer semesters); work directly with department chairs to discuss classroom options and to provide information on the scheduling process; interact with university schedulers, as well as barter for mega sections for each department within CM;
- Ensure accuracy of departmental schedule and provide the Departmental Chairs on a timely manner with final draft for approval; enter schedule into WISER and provide department chairs and CM webmaster with spreadsheet of classes;
- Work with department chairs, GPDs, graduate and undergraduate program directors as needed to change course schedules to accommodate limitations concerning classroom space, timely reporting of under and over-enrolled classes (waitlists), and to uniformly distribute full-time and part-time faculty across introductory, concentration and graduate courses to meet CM instructional planning and/or accreditation requirements;
- Serve alongside Management (MGT) departmental chairs (or designated chairs/program directors) as college liaison with NAVITAS and Shorelight/ACL and other partners and collaborations in coordinating fall, spring and summer schedules; work with the College of Advanced and Professional Studies (CAPS) and the Registrar’s Office to ensure that classes are scheduled in a timely manner; assist in staffing NAVITAS and Shorelight/ACL courses and work with NAVITAS and relevant CM chairs and/or directors regarding staffing issues;
- Serve as CM point person for adjunct faculty staffing; meet with chairs to discuss courses and identify key requirements of the position; conduct online research to identify potential adjuncts and reach out to them to discuss the position; provide chair with list of potential hires, along with outline of qualifications.
- Work with CM department chairs and administrators from the College of Advanced and Professional Studies in the scheduling and staffing of courses within CAPS;
- Work with Assistant Dean of Administration and Finance in the development and maintenance of excel spreadsheets to incorporate information for tenure, full-time and adjunct faculty contracts within Management Department (or designated department); create and maintain non-tenure track chart for all adjuncts for promotion and scheduling purposes;
- Assist department chair and faculty search committees within Management Department (or designated department) of aspects of the recruitment process for new faculty hires; responsible for scheduling campus interviews and coordinating interview schedule, including preparing daily agenda and outline of the day; upon completion of interviews, collect receipts for travel, food, etc. and process expense reimbursement forms;
- Work with Assistant Dean of Administration and Finance to create, update and maintain new faculty information packages; collect documentation in preparation for personnel action forms for all new faculty within the Management Department (or designated department);
- Work with Assistant Dean of Administration and Finance serving as departmental liaison for departmental annual faculty reviews, as well as tenure and fourth year reviews; assist the designated department chair as requested in assembling review documents and meet with faculty to provide guidance on the successful completion of review materials; receive all documents, scan and upload into OneDrive; prepare all reviews for Provost Office
until completion of reviews;
- Assist the Development and Communication Director in updating department faculty information on the website with faculty profiles, schedule, course and staffing information each semester;
- Assist faculty with the administration of make-up exams, cancellation of classes and switching of classrooms to accommodate the needs of faculty; identify replacement faculty members to teach courses when the primary faculty member is ill and/or has issued a last minute cancellation;
- Provide assistance to faculty with administrative and course management matters, ordering text books and supplies, student evaluations; responsible for compiling confidential course evaluations;
- Assist schedule faculty seminar services and arrange all logistics and technical needs; coordinate and schedule meetings for DPC, CPC and Chairs;
- Prepare routine administrative correspondence and forms including but not limited to employee business expense and travel expense reimbursement forms for non-tenure track, tenure track and tenured faculty;
- Maintain appointment schedules for department chair and faculty within Management (or designated) Department, ensuring a smooth and efficient work environment; notify individuals of meetings and messages, schedule appointments and make luncheon or travel arrangements;
- Maintain and utilize confidential filing system of department records to assure availability and easy authorized access to all information;
- Provide in a timely manner administrative support to Graduate Program Directors (GPDs) and Undergraduate and Graduate program directors as requested;
- Perform other duties as assigned.
Bachelor’s degree with emphasis on three-five (3-5) years of direct administrative service in higher education required. Familiarity with University systems student records and financial systems preferred. Willingness to work flexible hours including evenings and occasionally weekends.
- Knowledge of computer information management systems and other administrative support tools, including database management (dropbox and OneDrive), as well as administrative programs including Microsoft Office Suite;
- Ability to understand and implement university policies, procedures, rules and regulations applicable to the administration of graduate and undergraduate programs and the special circumstances of international students;
- Ability to develop and continuously maintain databases for organizing and monitoring data;
- Ability to manage complex tasks under time constraints, while maintaining attention to detail;
- Ability to respond tactfully and professional to student and faculty academic needs;
- Ability to work independently, with minimal supervision;
- Ability to maintain a harmonious working relationship with a variety of faculty, students and professionals from different ethnic, cultural and/or economic backgrounds;
- Ability to manage and improve operating systems and procedures to organize all major administrative functions;
- Ability to exercise sound judgment when emergency or discretionary decisions must be made in the absence of supervisor;
- Ability to prepare general and technical reports of program activities and to maintain communication with internal and external programs constituencies;
- Ability to build cooperative, collaborative working relationships with a wide range of diverse faculty, staff and administrators;
- Ability to utilize technology to promote access, efficiency, and effectiveness of college programs and services;
- Ability to maintain confidentiality with high-level university employees as well as off campus liaisons;
- Strong oral and written communication skills;
- Strong organizational and problem solving skills;
- Strong interpersonal skills;
- Strong attention to detail;
- Strong commitment to customer service.
Please apply online with your resume, cover letter and list of three professional references.
Review of candidates will begin following the application closing date.
Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 10 business days of the posting. All other candidates will be considered after that period.
Salary Ranges for the appropriate Pay Grade can be found at the following link:
This is an exempt union position.
All official salary offers must be approved by Human Resources.
UMass Boston requires all employees to be vaccinated against COVID-19 and to confirm proof of their vaccination status including booster. Exemptions from the vaccine requirement will be permitted only for qualifying religious or medical reasons.
Applications close: Eastern Daylight Time
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All official salary offers must be approved by Human Resources.
The University of Massachusetts Boston provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, genetic information, pregnancy or a pregnancy-related condition, or membership in any other legally protected class. The University of Massachusetts Boston complies with all applicable federal, state and local laws governing nondiscrimination in employment in every location in which the university operates. This policy applies to all terms and conditions of employment.
UMass Boston normally does not provide H-1B visa sponsorship for non-academic positions.
The University of Massachusetts Boston is committed to providing a safe and secure environment that is supported by qualified employees for all of its students, faculty and staff to carry out the University's teaching, research and public service missions. As a condition of employment, the University will conduct appropriate background check reviews. For more information, please see the University of Massachusetts Boston campus policy and procedures for employee background reviews.
UMass Boston requires all employees to be vaccinated and to confirm proof of their vaccination status.
Exemptions from the vaccine requirement will be permitted only for qualifying religious or medical reasons. Regardless of vaccination status, you must wear a face covering in public indoor spaces on campus.