Administrative Associate Music Student Services Academic Scheduler

Updated: about 2 months ago
Location: Lawrence, KANSAS



Position Overview

This position functions internally and externally as the major information and production management source for the School of Music's Schedule of Classes.  The incumbent creates and updates the initial class and room schedules for classes offered each semester. The incumbent interprets, communicates, and administers policies and procedures from all administrative levels to faculty, students, and staff. The incumbent creates, maintains, manages, and updates all School of Music distribution/group lists. In addition, the incumbent assists the School of Music’s Director of Student Services with undergraduate student academic duties and will be expected to serve a lead role with Music Education and Music Therapy (MEMT) undergraduate student record management (admission, enrollment, progress to degree, graduation) and programs for prospective, current, and noncurrent undergraduate MEMT students. The incumbent participates in New Student Orientation activities, including advising MEMT students, issuing permission numbers for restricted classes, and troubleshooting enrollment issues.

Due to COVID-19 restrictions, this position may work a combination of on-site and telework. Once restrictions have lifted, this position will return to work totally on-site at the Lawrence campus.

Job Description

70% Scheduling Officer
The incumbent is responsible for overseeing, administering, and coordinating the School of Music (SoM) Schedule of Classes (SOC) production and associated classroom scheduling for over 900 classes per semester from first draft through final copy. This includes the submission of requests for auditorium and mediated rooms for classes prior to workup of the first draft each term. Upon release of the final schedule of classes (SOC) for a given term, room schedules are distributed for non-SOC use. This individual works closely with 14 SoM area coordinators as well as administrators, faculty, and staff to organize, modify, and implement the SOC. The incumbent resolves issues concerning room usage and scheduling conflicts as necessary, using 25 Live software to assist with locating appropriate classrooms. The incumbent acts upon all changes to the SOC, maintains source files, and creates room schedules for classes. The incumbent assists school administrators by facilitating approved curricular and program changes into undergraduate and graduate catalog copy. The incumbent updates the online header and cross reference reports each term. The incumbent adheres to and enforces policies and procedures from all levels of the School of Music and the University. The incumbent organizes schedules and reserves locations for placement and diagnostic examinations, enters information about these examinations into the School of Music website, and processes room reservations for events such as the Summer Music Academy. The incumbent generates class permission sheets each semester for distribution by SoM area coordinators.  The incumbent creates, maintains, manages, and updates all School of Music distribution lists. This individual assists the SoM Director of Student Services with New Student Orientation activities such as advising MEMT students, assigning permission numbers for restricted classes, and troubleshooting enrollment issues. He or she also assists the SoM Student Services Director by reviewing and updating the Active Enrollment Requirement Chart for classes in the School of Music and related classes in the School of Education.

30% Support for Undergraduate Student Services

The incumbent assists the Director of Student Services in overseeing, organizing, and providing student records management for the School’s undergraduate students from pre-admission through post-graduation, particularly for undergraduate students in Music Education and Music Therapy. The incumbent communicates detailed information on programs, advising procedures, admission, enrollment, graduation processes, and more to students, parents, faculty, staff, administrators, and the public. This individual creates forms in MS Word and Adobe Acrobat Professional for distribution in offices and on the website and furnishes faculty and students with direct assistance by referring them to appropriate resources. The incumbent tracks academic student information and assimilates and trains others to use SAKU and other computer/web-based programs. The incumbent prepares graduation checks for MEMT students and provides results to the Director of Student Services three times a year. Miscellaneous tasks as assigned by the Director of Student Services.

Required Qualifications

  • High School or completion of G.E.D. equivalency. 
  • Three years experience in skilled clerical, accounting, auditing, and/or administrative support work as evidenced by work history and application materials
  • One year of experience with Microsoft Office as evidenced by work history and application materials.

  • Preferred Qualifications

  • Prior Timetable/Scheduling experience.
  • One year of experience with Access or Filemaker Pro or similar database program.
  • Experience working independently and with deadlines.
  • Previous experience in a university environment.

  • Contact Information to Applicants

    Terri Morris
    Executive Assistant, School of Music Administration

    Additional Candidate Instruction

    A complete application will include a Cover Letter, Resume or Curriculum Vitae, and three references (include name, email and phone number).

    Initial review of applications begins November 26, 2020 and will continue as long as required to identify a qualified pool.

    Application Review Begins


    Anticipated Start Date


    Primary Campus

    University of Kansas - Lawrence

    Employee Class

    U-Unclassified Professional Staff

    Work Schedule

    Monday - Friday 8-5, standard hours. 40 hours per week.

    Job Family

    Administrative Support-KUL

    Work Location Assignment



    The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following persons have been designated to handle inquiries regarding the nondiscrimination policies and are the Title IX coordinators for their respective campuses: Executive Director of the Office of Institutional Opportunity & Access,, 1246 West Campus Road, Room 153A, Lawrence, KS 66045, 785-864-6414, 711 TTY 9for the Lawrence, Edwards, Parsons, Yoder, and Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission Parkway, Fairway, KS 66205, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses).

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