Student Services & Scheduling Coordinator
Posting Close Date:
The Paul M. Rady Department of Mechanical Engineering encourages applications for a Student Services & Scheduling Coordinator! 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, assist with enrollment management, and coordinate the smooth operation of the department’s front desk including supervising student workers. The position will also assist with the department’s ABET accreditation process.
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
Hands-on learning, sophisticated research, and a results-oriented spirit are defining the next generation of engineers at CU Boulder. Students in the Department of Mechanical Engineering learn from a vibrant faculty conducting diverse research in consumer products, robotics, thermodynamics, energy, and the environment. We’re home to nearly 1,200 students in undergraduate, graduate, and PhD programs.
We offer world-class facilities and an outstanding spirit for business and industry. CU Boulder is ranked the #18th most entrepreneurial university in the nation by Forbes Magazine (2015). We also have strong connections to multiple national laboratories located here in Boulder, providing real-world research opportunities for students.
What Your Key Responsibilities Will Be
Academic Scheduling Liaison
Meet with Chair, Associate Chair for Undergraduate Education, Associate Chair for Graduate Education and advisors to plan each session/semester and project enrollment numbers. Responsible for setting the agenda, scheduling the meetings, and taking meeting minutes.
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 and update course enrollments, and recommend when to add class sections or move a class.
Manage course revision and course proposal process for undergraduate and graduate courses working with the Undergraduate and Graduate committees appropriately.
Work with faculty, the Chair, Associate Chair for Undergraduate Education, Associate Chair for Graduate Education, and advisors to update the University course catalog annually.
Work with communications lead to maintain shared course schedule and website curriculum pages.
Set-up courses in the university course scheduling system for summer, fall, and spring terms. This also includes completing the necessary forms for Academic Scheduling to make schedule adjustments throughout the year.
Ensure that all departmental course offerings are correctly and accurately set up in Campus Solutions each term before students are able to view that term’s course offerings.
Connect with campus and department-specific scheduling contacts to arrange for laboratory space, recitation rooms, and other space needs associated with the course schedule that are not centrally scheduled.
Connect with other departments to coordinate on classes that are interdisciplinary or have cross-department enrollment, to avoid scheduling issues.
Initiate continuous reviews of current course offerings and propose improvements to streamline academic scheduling, enrollment management, and instructional support workflows in the department.
Keep historical data on classroom usage, courses offered, and other course information and provide analytics.
Schedule rooms for ad hoc academic events (review sessions, midterms, course skills training, etc.) as requested by individual faculty.
Communicate course schedules with all partners.
Develop solid understanding of course prerequisites and corequisites as well as student degree plans in order to avoid or minimize potential course scheduling issues.
Front Desk Coordinator
Manage hiring, onboarding, training, supervision and performance of the front desk student staff to ensure full coverage.
Build and maintain the front desk procedures manual.
Manage the front desk to ensure effective customer service and communication, both internal and external, to maintain the professional image for the ME department.
Work with student staff to provide the first point of contact for students and visitors, answer incoming phone calls and emails, redirect and provide information while focusing on efficiency.
Oversee the management, ordering, and tracking of general office supplies, textbooks, hardware, software and equipment, and make purchases as appropriate according to University policy.
Oversee the sorting and distribution of department mail and packages, keep photocopier and fax machine in working order, including the confidential shred box and the other equipment/supplies; order photocopier paper and toner/other supplies; and submit equipment repair orders.
Coordinate the department’s room reservation process.
Oversee updating and maintenance of the department’s homework return folders.
Course Support Coordination
Regularly run and monitor post-enrollment requirement checking, including pulling reports and adjusting student enrollments when appropriate and in coordination with advisors.
Compile a database of course syllabi for ABET process and reference for advisors.
Enrollment and Student Services
Provide prompt support through email to students who need assistance with course overrides and/or dropping a course.
Make adjustments to student enrollment permissions, add/drop/waitlist status, and prerequisite overrides; Respond to enrollment requests from faculty, advisors, and administrators.
Send out email communications to students as requested by the student advisors, Chair, Associate Chair for Undergraduate Education and Associate Chair for Graduate Education.
Work with the department on procedures to allow non-majors into major-restricted classes when appropriate.
Department Evaluation, Improvement, & ABET
Serve as ME FCQ Coordinator including ensuring that FCQs are administered correctly for all department courses and maintaining online files for all FCQ results.
Pull FCQ information as requested by the personnel committee for faculty comprehensive review, promotion, tenure, and annual evaluation.
Assist faculty ABET coordinator with ABET accreditation process; updating/collecting relevant department information, collecting data/statistics, etc., as deemed appropriate.
What We Can Offer
Salary range is $47,000 - $53,000 annually.
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 Collaborative. Be Engaged. Be Boulder.
What We Require
Bachelor’s degree from an accredited institution. Equivalent combination of education and experience may substitute.
What You Will Need
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 and present clear data and explain processes to faculty, staff, and students.
Proficiency in Microsoft Office and Google applications, including Word, Docs, Excel, Sheets, PowerPoint, and Slides.
Ability to work independently as well as on 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.
What We Would Like You To Have
One year of professional-level work experience.
One year of experience with the University’s student information system (CU-SIS),the University’s course scheduling system (Campus Solutions), and/or similarly sophisticated data management systems.
Knowledge of academic scheduling basics, including a foundational understanding of requisites, degree requirements, course components, etc.
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 January 22, 2020 for consideration.
Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs.
Posting Contact Information
Posting Contact Name: Boulder Campus Human Resources
Posting Contact Email: Recruiting@colorado.edu
The University of Colorado does not discriminate on the basis of race, color, national origin, sex, age, pregnancy, disability, creed, religion, sexual orientation, gender identity, gender expression, veteran status, political affiliation, or political philosophy. All qualified individuals are encouraged to apply.