Course Scheduling Analyst

Unit: Office of Strategic Enrollment Management and Student Success

Department: Office of the University Registrar

Duties & Responsibilities:

The Course Scheduling Analyst supports institutional operations through accurate course scheduling and effective classroom space utilization for student registration.  The role is responsible for building and maintaining course files in the university’s student information system, including reviewing and entering curriculum committee approved courses and course schedules submitted by the academic units each semester.  The analyst is also responsible for assigning classroom space for courses and academic events, ensuring that rooms are appropriately allocated based on course requirements.  This role ensures alignment between academic offerings, space resources and student needs while contributing to student enrollment, retention and graduation goals.

Core Responsibilities: 

Course Scheduling and Database Management (30%):

• Maintain and manage the institutional course scheduling database, processing course additions, changes, and cancellations with accuracy and timeliness.
• Review historical scheduling data to inform and support strategic scheduling decisions.
• Ensure course availability aligns with student demand and departmental priorities.
• Support institutional goals related to enrollment management, retention, and graduation through precise scheduling practices.

Scheduling System Maintenance and Support (20%):

• Support the ongoing changes and management of the CourseLeaf Section Scheduler (CLSS).
• Provide training, step-by-step guidance, and troubleshooting assistance to departments and system users to ensure departmental scheduler proficiency in CLSS.
• Identify common user challenges and recommend solutions to improve system efficiency and adoption.
• Foster user confidence through clear communication, patience, and proactive support.
• Retrieves data from Banner as needed and disseminates course-related information upon request.

Space Management (20%):

• Oversee effective classroom and space utilization to optimize institutional resources.
• Coordinate with academic departments and stakeholders to ensure appropriate room assignments based on course needs.
• Balance competing space priorities while maintaining accuracy and fairness.

Maintains the University Course File (20%):

• Keeps track of all curriculum changes in order to ensure that only accurate course information is stored in the course file and appears in the schedule of classes to be measured by the amount of invalid course information appearing in the schedule.
• Researches problems with course information and communicates the correct procedures for entering data into the course file to all relevant parties.
• Assigns approved pre-requisites to courses in the course file and to sections in the schedule of classes as directed by the curriculum committees and academic units. 
• Makes updates as approved by the curriculum committees.
• Consults with the academic units and the Office of the University Registrar (OUR) management on requests for unapproved updates.
• Verifies that data is entered correctly and makes corrections in Banner in a timely manner as not to cause registration errors.

Audit of Centrally Scheduled Rooms (5%):

• Perform an in-person audit of each centrally scheduled room on an annual basis.  
• Count all furniture and equipment, including desks, tables, chairs, whiteboards, and podiums.  
• Note any required facilities maintenance, such as trash in the room, dirty whiteboards, damaged furniture, burnt light bulbs, missing furniture, or floor/tile issues.  
• Notify Senior Assistant Registrar of all audit findings.

Other duties as assigned (5%):

• Assists in other areas of OUR as needed.

Other Position Details : Position is eligible for up to 60% remote work - this means 2 days per week in the office.

Qualifications:

Minimum Qualifications

• High school degree or GED.

• Ability to work in a detail oriented and deadline based environment.

• Ability to use PC systems, data entry systems and Microsoft Office Products and/or Google Workspace Suite.

• Demonstrated experience working in and fostering an environment of respect, professionalism and civility with a population of faculty, staff, and students from various backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications

• Bachelor’s degree is preferred.

• Experience working with a student information system such as Banner INB and/or EMS, CIM, and CLSS.

• Experience working in higher education.

Salary Range: Up to $38,000

Benefits: All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

FLSA Exemption Status: Non-Exempt

Hours per Week: 40

Restricted Position: No

ORP Eligible: No

Flexible Work Arrangement: Hybrid

University Job Title: 35014N - Sr Technician SS 1

Posting Closes: 5/3/26 at 11:55PM