Coordinator I, Special Programs
Purpose
Purpose:
Responsible for room scheduling and Ad Astra software. Oversees all room booking for every academic class as well as any events held in academic space. Works closely with Facilities Management on building/room inventory maintained in MyMav and Astra and with IRP for utilization.
Essential Functions
Function 1:
Oversees room scheduling for every academic unit. Works closely with Facilities Management on building/room inventory maintained in MyMav and Astra and with IRP for utilization. Analyze historical data including creating reports in planning for future improvement of room utilization rates which does impact the universitys ability to request additional facilities/buildings.
60 % Time
Function 2:
Create events schedules outside of normal classroom assignment to include: Mid-term Exams, Final Exams, Student organization meetings, Non-academic organization scheduling, summer camps, Orientation, Department meeting schedules, and other outside agencies.
10 % Time
Function 3:
Access and manage daily report runs.Administer assistance that Astra Schedule integrates import/export with our SIS system.Create and update Client Profiles for all departments.Set up and configure users, user roles, approval and notifications and manage campus wide calendar.Manage updates on all building information on all room types.Keeping the list of available regions updated. Investigate the feasibility of upgrades and provide recommendations to management.
10 % Time
Function 4:
Attend weekly Facilities Construction Meetings and receive updates on construction projects campus wide, provide input on behalf of Director of Records and Registration with emphasis on how this may impact classrooms if already scheduled, if not, then employee would make the necessary changes in ASTRA to block usage and seating adjustment resulting for specific construction period. Final decisions are made by Facilities committee and committee director.
5 % Time
Function 5:
Attend an annual training workshop/conference hosted by the vendor of the scheduling software and will be brought up to speed on changes/improvements to the tools available. There is additional webinar training sessions geared to briefing clients on upgrades. All new information is then presented to other members of our ARR team and training sessions are scheduled for administrative staff that also uses the software.
5 % Time
Function 6:
Communicate confirmation of space-room type use code, seat capacity as updated in Astra to match (CASIM) back to Facilities Management;All academic room blocks/offline for renovations, reclassification of room types, and academic capacity-reduction cap per CASIM. Employee will require explanation on CASIM access for viewing room information if needed. Term to term files are compared and communicated to avoid missing any transfer of data.
5 % Time
Function 7:
Assist with the full duties in class scheduling as well as curriculum changes and include updates by inputting changes into our course inventory database.
5 % Time
Function 8:
% Time
Marginal/Incidental Functions
Marginal/Incidental Functions:
Other related functions as assigned.
Qualifications
Required Qualifications:
Bachelor's degree and 2 years of experience in Higher Education. Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: if some college or college degree, list school name, degree type, major, graduated or not, and hours completed if not graduated.
Preferred Qualifications:
5 or more years of experience in Higher Education. Ad Astra experience with emphasis on maintaining a Master Room Inventory in an institution of higher education. Experience with room scheduling software, data entry and data processing. Excellent communication skills.