Course Scheduling Manager, College of Fine Arts

Job Posting Title

Course Scheduling Manager, College of Fine Arts ----

Hiring Department

College of Fine Arts ----

Position Open To

All Applicants ----

Weekly Scheduled Hours

40 ----

FLSA Status

Exempt from FLSA ----

Earliest Start Date

Immediately ----

Position Duration

Expected to Continue ----

Location

UT MAIN CAMPUS ----

Job Details

General Notes

Do you love a good puzzle?

Are you the person who reads the rulebook before game night?

Does juggling rooms, schedules, and deadlines sound like a fun challenge to you?

If so, this job is for you.

The College of Fine Arts is looking for a curious, creative problem-solver to help build a sustainable course scheduling service model across our schools and departments. We’re looking for a leader with excellent consensus-building skills. You’ll fit together rooms, faculty, students, and deadlines each semester while growing your project management skills, all inside a community of artists, performers, and designers. If a fun challenge in the arts sounds like your kind of game, we’d love to hear from you.

Benefits package

• 100% employer-paid basic medical coverage
• Retirement contributions
• Paid vacation and sick time
• Paid holidays
• Other services and perks .

This job description may not contain all assigned duties, responsibilities, or aspects of the job described. Even if you don't qualify or have specific experience in every facet of this role, we encourage you to apply.

Purpose

The College of Fine Arts Course Scheduling Manager will build an infrastructure to lead course scheduling for all academic units in the college. Starting initially to support the Department of Art and Art History, this role, over time, supervises a centralized team of course schedulers and serves as the college's primary liaison to the Registrar's Office. The role also oversees course inventory, enrollment, course instructor surveys, audits, and grade reporting.

Responsibilities

• Course Scheduling Management: Manage departmental services and processes, projects, and reports related to the College of Fine Arts semesterly course scheduling process. Lead all stages of the scheduling cycle: gather enrollment and staffing plans from Area Heads and Assistant Chairs in the Original Phase, finalize proposals at Chair Proof, and complete data clean-up at Advanced Copy. Create room reservations and schedule classes based on student and program needs, including individual student testing where required. Manage the timeline of the course scheduling process across the college for College of Fine Arts–owned rooms and general-purpose classrooms (GPCs). Manage state reporting of room utilization in IRRIS.
• Leadership, Coordination, and Stakeholder Relations: Coordinate college-wide scheduling initiatives and advise unit-level schedulers on policies and best practices. Liaise with the Registrar's Office to keep the College of Fine Arts process aligned with university processes. Assess and improve defined processes that connect academic units, College of Fine Arts programs, and the University Registrar. Build effective, collaborative relationships with internal stakeholders in academic departments, business operations (for instructional budgeting), and university offices. Provide updates to College of Fine Arts stakeholders and the Registrar's Office, adhering to strict timelines.
• Enrollment and Registration: Set seat reservation ratios for department-specific students in graduate and undergraduate courses using Seat Management software, in consultation with faculty and advisors. Process non-major add/drop requests in “Student Complete” during registration periods. Oversee course restrictions, waitlists, and prerequisites, and notify waitlisted students of open seats through Secure Academic Notes (SAN) in Advisor's Toolkit. Maintain online registration information for non-majors and respond to student questions about registration and audits. Pull and analyze relevant reports from course management systems, recommending solutions where applicable.
• Course Inventory Management: Manage each department's course inventory in the Course Inventory Management system during the annual and supplemental revision windows, including course creation, retirement, and relationships with courses in other departments and CSUs.
• Course Instructor Surveys: Manage course instructor surveys, including verifying data accuracy, correcting cross-listed section assignments, assigning TAs to large sections, and setting survey dates for courses shorter than a full semester. Communicate survey timelines and expectations to faculty, maintain historical records.
• Enrollment Audits and Grade Reporting: Verify meeting information, class groupings, and instruction modes in FASET at the start and end of each semester, including web-based, under-enrolled, and off-campus courses. Update individual instruction records and faculty assignments so grades can be entered. Serve as Grade Reporting Representative: assist faculty with grade changes and confirm grades are submitted on time each semester.

Required Qualifications

• Bachelor's degree.
• Three years of experience in academic course scheduling, registrar operations, or academic administration in higher education.
• Experience managing complex, deadline-driven processes involving multiple stakeholders.
• Experience with student information systems and pulling and analyzing reports.
• Proficiency with Microsoft Excel or similar spreadsheet tools.
• Required Competencies:
• Effective Communication
• Teamwork
• Accuracy and Attention to Detail
• Problem Solving
• Service Excellence

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Master's degree.
• Experience with UT Austin systems such as the Course Schedule, Course Inventory Management, Seat Management, FASET, IRRIS, Advisor's Toolkit, etc.
• Supervisory or team leadership experience.
• Experience scheduling courses for arts or performance programs, including studios, labs, rehearsal, and performance spaces.
• Experience with instructional budgeting or room utilization reporting.
• Experience leading process improvement projects.

Salary Range

$65,000 - $70,000

Working Conditions

• Typical office environment
• Prolonged screen time
• Repetitive use of a keyboard at a workstation
• Use of manual dexterity
• Periods of high workload around semesterly scheduling and registration deadlines

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Important   for applicants who are NOT current university employees or contingent workers:  You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.