Course Scheduling Manager, College of Fine Arts

University of Texas at Austin

3d•$65,000 - $70,000•Onsite

About The Position

The College of Fine Arts Course Scheduling Manager builds infrastructure and leads course scheduling for all academic units in the college. Initially supporting the Department of Art and Art History, the role is expected over time to supervise a centralized team of course schedulers and serve as the college’s primary liaison to the Registrar’s Office. The position also oversees course inventory, enrollment, course instructor surveys, audits, and grade reporting. The position coordinates scheduling and related processes across academic departments, college programs, business operations, and university offices. It works with faculty, advisors, students, and other stakeholders to align course offerings, staffing, rooms, registration processes, and reporting with university requirements and deadlines.

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, and service excellence.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Master’s degree.
Experience with UT Austin systems such as 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, including gathering enrollment and staffing plans during the Original Phase, finalizing proposals at Chair Proof, and completing 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 College of Fine Arts processes 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, and provide timely updates to college stakeholders and the Registrar’s Office.
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 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 departmental course inventories 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, 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 beginning 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 by assisting faculty with grade changes and confirming grades are submitted on time each semester.