ECAP Schedule Specialist

Ball State University•Muncie, IN

17h•Onsite

About The Position

The Estopinal College of Architecture and Planning welcomes applications for ECAP Schedule Specialist. The ECAP Schedule Specialist is a full-time hourly staff position, Monday - Friday, 8am-5pm, within the Estopinal College of Architecture and Planning (ECAP) Deans Office, working with the ECAP departments to develop and maintain class schedule and faculty workload. The position also serves as the receptionist to the ECAP Deans Office, greeting guests and directing as appropriate. Candidates for searches must have current authorization to be employed in the United States without employer sponsorship. This position plays a key role in supporting the academic and administrative operations of the college. The ECAP Schedule Specialist is responsible for maintaining accurate class schedule and faculty workload data in Banner and serves as the primary point of contact for scheduling and workload-related inquiries. Working closely with academic departments, Academic Systems, and college leadership, this role helps identify and resolve scheduling issues to ensure efficient and accurate course scheduling each semester. This position also creates a welcoming and professional environment in the Dean’s Office by greeting visitors, managing incoming phone calls, and directing inquiries to appropriate personnel. In addition, the role provides administrative support to the Director of Budget and Resource Planning to assist with the coordination of college operations.

Requirements

Associate’s degree or an equivalent combination of education and relevant experience.
One year of experience in office administration, administrative support, or a related field.

Nice To Haves

Bachelor’s degree.
Some experience using Banner and R25.
Familiarity with Degree Works.
Familiarity with academic procedures and college calendars.
Strong communication skills.
Ability to work independently as well as collaboratively.

Responsibilities

Monitor, troubleshoot, and manage departmental and college course input into Banner. Work directly with department chairpersons in compiling class schedules and faculty workload information each semester for review and approval by the Dean’s Office; Build and assign college course load in Banner. Coordination, enter, and maintain data in FLAC, including entering instructional, non-instructional, and overload assignments into university systems. Serve as the primary point of contact for issues related to course scheduling and faculty load.
Assist in developing and maintaining data integrity standards for class scheduling and faculty workload information in collaboration with Academic Systems. Specifically, create, maintain, and update relevant database systems and generate administrative reports, spreadsheets and lists of classes; update and disseminate training documentation for course creation.
Serve as the initial point of contact for the Dean’s Office by greeting visitors, answering phone calls, and directing inquiries to appropriate college personnel while maintaining a welcoming and organized office environment. Sort and distribute college mail and compose email correspondence as needed.
Manage college room reservations and coordinate semester room schedules to support instructional and college activities. Review schedule requests to ensure compliance with campus policies and procedures, working with departments to resolve scheduling conflicts when necessary.
Provide administrative support to the Director of Budget and Resource Planning. Responsibilities may include, but are not limited to, entering travel authorizations related to field trip week or field studies, processing vendor payments and personnel reimbursements, and assisting with preparation and management of field trip documentation.
Provide support to Series 25 classroom space allocation and utilization software.
Support college and department initiatives to analyze and plan term-by-term course offerings to maximize schedule effectiveness.
Perform other related duties as assigned.
Maintain regular and predictable attendance.

Benefits

Paid 10 to 24 vacation days
12 sick days
10 holidays a year
Paid parental leave (6 weeks)
Affordable health and dental insurance
Robust long-term disability and life insurance plans
Range of retirement benefits
90 percent of your child's (or children's) undergraduate college tuition at Ball State covered
100 percent of the tuition costs for you to earn your undergraduate degree at Ball State covered
80 percent of your graduate tuition at Ball State covered
Comprehensive medical and dental plans
Health Savings Account (which we contribute to)
Range of wellness benefits