Course Scheduling Manager, College of Fine Arts

The University of Texas at Austin•Austin, UT

2d•Onsite

About The Position

The College of Fine Arts Course Scheduling Manager builds and leads course scheduling infrastructure for the college’s academic units. Initially supporting the Department of Art and Art History, the role is expected to grow to supervise a centralized team of course schedulers and serve as the college’s primary liaison to the Registrar’s Office. The manager also oversees course inventory, enrollment, course instructor surveys, audits, and grade reporting. The position coordinates the semesterly scheduling cycle across college-owned rooms and general-purpose classrooms, aligning room availability, faculty and student needs, and deadlines. It works with academic units, college programs, business operations, university offices, faculty, advisors, and students to maintain accurate scheduling and registration processes and improve how those processes operate. The role also manages reporting and administrative activities throughout the academic year, including course inventory revisions, surveys, enrollment audits, and grade submission support. The position is based at the UT Main Campus, with a typical office environment. It involves prolonged screen time, repetitive keyboard use at a workstation, and manual dexterity. Workload can be high around semesterly scheduling and registration deadlines. The position is scheduled for 40 hours per week and is expected to continue. Salary range is $65,000–$70,000.

Requirements

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.
Effective communication.
Teamwork.
Accuracy and attention to detail.
Problem solving.
Service excellence.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Master’s degree.
Experience with UT Austin systems such as the Course Schedule, Course Inventory Management, Seat Management, FASET, IRRIS, and Advisor’s Toolkit.
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.

Responsibilities

Manage departmental services, 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 during the Original Phase, finalize proposals at Chair Proof, and complete data cleanup at Advanced Copy.
Create room reservations and schedule classes based on student and program needs, including individual student testing where required.
Manage the college-wide scheduling timeline for College of Fine Arts–owned rooms and general-purpose classrooms.
Manage state reporting of room utilization in IRRIS.
Coordinate college-wide scheduling initiatives and advise unit-level schedulers on policies and best practices.
Liaise with the Registrar’s Office to align the College of Fine Arts scheduling process with university processes.
Assess and improve processes connecting academic units, College of Fine Arts programs, and the University Registrar.
Build collaborative relationships with academic departments, business operations, and university offices.
Provide timely updates to College of Fine Arts stakeholders and the Registrar’s Office.
Set seat reservation ratios for department-specific graduate and undergraduate students 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 in Advisor’s Toolkit.
Maintain online registration information for non-majors and respond to student questions about registration and audits.
Pull and analyze reports from course management systems and recommend solutions where applicable.
Manage each department’s course inventory in the Course Inventory Management system during annual and supplemental revision windows, including course creation, retirement, and relationships with courses in other departments and CSUs.
Manage course instructor surveys by 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 course instructor survey timelines and expectations to faculty and maintain historical records.
Verify meeting information, class groupings, and instruction modes in FASET at the start and end of each semester, including for 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.