Academic Scheduling Coordinator

Colburn Careers•Los Angeles, CA

3d•Onsite

About The Position

The Academic Scheduling Coordinator supports the operational, scheduling, and logistical functions of the Conservatory, Music Academy, Community School of Performing Arts, and the Trudl Zipper Dance Institute, ensuring the smooth delivery of academic, performance, and community-facing programs. The position serves as the central resource for space management, scheduling coordination, room reservations, recording activities, recital scheduling, and academic operations support across all academic units. The Coordinator maintains comprehensive knowledge of institutional policies, procedures, programs, facilities, and scheduling practices while supporting the efficient utilization of classrooms, rehearsal halls, studios, practice rooms, recording spaces, performance venues, and other campus facilities.

Requirements

Bachelors degree required
A minimum of three years of experience in campus management, performing arts management or in the event planning industry.
High degree of fluency and comfort in software systems, word processing, spreadsheet and industry related scheduling.

Nice To Haves

Strong organizational and time-management skills.
Ability to manage multiple priorities and deadlines.
Excellent communication and interpersonal skills.
Attention to detail and accuracy in scheduling and data management.
Strong problem-solving skills, particularly in resolving scheduling conflicts.
Ability to work collaboratively across departments and constituencies.
Commitment to supporting academic, artistic, and community-focused programming.

Responsibilities

Serve as the primary resource for faculty, students, families, and academic unit administrative staff regarding space management, scheduling coordination, and room reservation activities.
Maintain deep knowledge of school policies, procedures, and scheduling practices, as well as the annual and standard activities of each unit.
Function as a power user of the school’s room reservation systems and scheduling software, including ASIMUT.
Assist academic units with scheduling, space planning, and operational coordination.
Ensure that scheduling policies, procedures, and best practices are followed by all members of the community, and that venue and facility resources are utilized efficiently and in support of institutional priorities.
Communicate venue availability, scheduling protocols, and usage guidelines to faculty, staff, students, and families.
Coordinate logistics with Production, Piano Services, Recording Services, Facilities, and other support departments.
Attend weekly cross-departmental production meetings to present information regarding significant academic unit events, scheduling impacts, and operational needs.
Utilize facility utilization reports, space usage patterns and scheduling trends to make recommendations to academic unit heads and artistic planning for operational and facility planning.
Support curriculum scheduling and course timetable development.
Manage classroom assignments and room reservations for classes, rehearsals, lessons, studio classes, and departmental activities.
Lead ASIMUT training sessions for Conservatory and Music Academy students at the beginning of each academic year.
Present scheduling policies, procedures, and system updates during annual student business meetings and orientation programs.
Manage faculty and student requests for space usage, including rehearsals, lessons, studio classes, recordings, meetings, and recitals, per relevant institutional and academic unit policies.
Gather pertinent information from requestors to determine appropriate space assignment, event classification, setup requirements, and resource needs.
Review requests for policy compliance and scheduling conflicts.
Receive, process, and document cancellations and schedule changes.
Communicate reservation status updates and scheduling changes as necessary.
Ensure student requests do not conflict with scheduled lessons, rehearsals, classes, performances, or other required activities.
Coordinate special scheduling accommodations and exceptions as appropriate.