Schedule Specialist and Academic Affairs Coordinator
About The Position
The Ball State University College of Health is seeking a highly organized and detail-oriented Scheduling Specialist and Academic Affairs Coordinator to join the Dean's Office team. This position plays a vital role in supporting the academic and operational success of the College through course scheduling, faculty workload management, academic affairs coordination, and technology support. The Scheduling Specialist and Academic Affairs Coordinator provides operational support and coordination in two primary areas: course scheduling and academic affairs administration. This role serves as a key resource for faculty, staff, and administrators by ensuring accurate scheduling, effective space utilization, compliance with accreditation requirements, and reliable data reporting. This is an excellent opportunity for a collaborative individual who enjoys working in a dynamic academic environment and contributing to student and faculty success. Join the College of Health at Ball State University and make an impact through effective coordination, organization, and support of academic operations. Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.
Requirements
- Associate's degree or equivalent.
- At least one year of office administrative, secretarial, or related experience.
- Excellent communication skills.
- Working knowledge of word processing & database management software; including common skill sets with Microsoft Office product and database management training.
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
- Coordinate and manage course scheduling for the College of Health.
- Oversee faculty load assignments and compensation processes.
- Allocate and manage classroom space to support instructional needs.
- Administer affiliation agreements and contracts.
- Support program accreditation, assessment, and reporting activities.
- Ensure data integrity and assist with data management processes.
- Coordinate technology-related needs within the College.
- Train and support college staff on scheduling and faculty load procedures.
- Enter schedules and FLAC into Banner, working directly with department chairpersons and department administrative coordinators.
- Provide relevant data to the Associate Dean in preparation for review and oversight of schedules, course enrollment, faculty assignments, and compensation.
- Review, correct, and monitor the schedule of course offerings, course modality, past and current enrollments, credit hours, term dates, day and time configurations, section limits/caps, and room attributes and assignments, in consultation with department chairs, administrative coordinators, and the Associate Dean.
- Be aware of, and adhere to, important semester and academic deadlines, including semester course roll schedules, final course build deadlines, and priority and open registration dates. Communicate information to academic units within the college.
- Collaborate with the College Budget Director to maintain data in the Faculty Load and Compensation (FLAC) system
- Train new staff (department chairpersons, administrative coordinators, and other department staff) within COH concerning scheduling and faculty load process and policies.
- Provide support to Series 25 classroom space allocation and utilization software.
- Coordinate the development, renewal, routing, execution, and maintenance of affiliation agreements, memoranda of understanding (MOUs), and other college-related contracts
- Coordinate annual technology and equipment requests on behalf of the college with university Information Technology and the Office of the Provost.
- Coordinate college assessment processes, including collecting and organizing annual assessment reports submitted by departments/schools, and providing administrative support for academic unit reviews.
- Support college program accreditation activities, including maintaining accurate records of program accreditation status and history, and providing administrative support to departments/schools undergoing accreditation or reaccreditation.
- Perform data integrity checks to ensure accuracy of academic affairs-related data in Banner. Assist the Dean and Associate Dean for Academic Affairs with data requests. Act as College Data Liaison with the Office of Institutional Research and Decision Support.
- 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
- a range of retirement benefits
- cover 90 percent of your child's (or children's) undergraduate college tuition at Ball State
- cover 100 percent of the tuition costs for you to earn your undergraduate degree
- cover 80 percent of your graduate tuition
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
