Program Specialist 2 - Academic Scheduler

Eastern Washington University, United States

Updated: about 1 year ago
Location: Cheney, WASHINGTON
Deadline: ;

Posting Details
Posting Details


Working Title Program Specialist 2 - Academic Scheduler
Posting Number 2023001CP

Position Information


Classification Title Program Specialist 2
Classification Code 107I
RCW Exemption Criteria No Exemption
EWU Position Number C99069
CUPA Code
FLSA Non-Exempt
Bargaining Unit BU 1
% Full Time 100
Salary / Wage Range CS - 42
Salary Information
The salary range for this position is $41,616 (minimum) up to $47,940. Where the hired candidate will begin within this range is dependent on education, experience and skills.
Anticipated Start Date As Soon As Possible
Term of Appointment 12
Location Cheney
County Spokane
Project Description
N/A
Project Duration N/A
Background Check Yes - Both
Responsible HR User Saundra Godin
Responsible HR User Email address [email protected]

Posting Text


Job Summary
Eastern Washington University’s Records and Registration is currently seeking skilled and team-oriented applicants for the following position: Program Specialist 2 – Academic Scheduler.

This position coordinates the functional and operational tasks to support the academic scheduling cycle for all campuses and locations. The duties include but are not limited to: the maintenance, tracking, monitoring, editing, creating, and updating of department course offerings; auditing, updating, reporting, and coordinating with Student Financial Services regarding tuition and fee coding and student impacts; providing assistance and training in the software CourseLeaf and troubleshoot problems for all academic areas as needed; researching and reporting classroom utilization impacts with classroom workgroups; and assist as back up for course-level maintenance. This position reports to the Assistant Registrar.
This position’s work is highly time-sensitive during specific periods tied to academic terms. As a result, there are periods during which requests for time off will not be approved. More specifically: (1) the completion of section creation before the beginning of each term’s priority registration, (2) classroom scheduled no later than the deadlines designated for each term, and (3) professional development and job-related opportunities.
On top of salary, the university offers a comprehensive benefits package including health insurance, life and disability insurance and retirement. In addition, EWU offers generous vacation and sick leave accruals, 12 paid holidays per year and fringe benefits, such as tuition waiver for employees, discounted EWU sports tickets and free transportation through STA buses. For additional information regarding insurance benefits please see our Benefits page: https://inside.ewu.edu/hr/benefits/insurance/ .

Applications are open until further notice, screening of applications will begin on Jan 26, 2023.
EWU expands opportunities for personal transformation through excellence in learning.
About Eastern Washington University
Eastern Washington University, a regional, comprehensive public university with an enrollment of over 10,000 students, is one of six state-funded four-year institutions of higher education in Washington, each governed by its own board of trustees. EWU’s 300-acre main campus is located in Cheney, a community of 12,000 residents 16 miles southwest of Washington’s second largest city, Spokane. Eastern also offers programs in downtown Spokane at the innovative, energy-efficient Catalyst building and at Riverpoint, a campus shared with Washington State University. In addition, EWU programs can be found at select locations throughout the state, aligned with the needs of the community. Eastern contributes to the vitality of the region and the state through its wide array of bachelor’s and master’s degrees in over 100 fields of study, as well as applied doctorates in physical therapy and educational leadership, offering accessible pathways to career success and personal development to students of all socioeconomic and cultural backgrounds.
Tribal Land Acknowledgement
Eastern Washington University resides within the traditional homelands of the Spokane People and other tribes who are connected through their shared history of this region. This land holds their cultural DNA and it is their Ancestors who are here and bring forth the knowledge of this place—the knowledge that comes from the land.
Diversity Statement
EWU does not discriminate in its programs and activities on the basis of race, color, creed, religion, national origin, citizenship or immigration status, sex, pregnancy, sexual orientation, gender identity/expression, genetic information, age, marital status, families with children, protected veteran or military status, HIV or hepatitis C, status as a mother breastfeeding her child, or the presence of any sensory, mental, or physical disability or the use of a trained guide dog or service animal by a person with a disability, as provided for and to the extent required by state and federal laws.
Conditions of Employment
This position’s work is highly time-sensitive during specific periods tied to academic terms. As a result, there are periods during which requests for time off will not be approved.
This position, during the course of university employment will be involved in the receipt of, or accountability for, university funds or other items of value; as well as the unsupervised access with the developmentally disabled, vulnerable adults or children under the age of 16. The offer of employment is contingent upon successful completion and passing of a background check prior to beginning employment.
All new employees must comply with EWU immunization Policy 602-02 and provide proof of immunity or vaccination to MMR and proof they are fully vaccinated against COVID-19 before beginning work at EWU. Waivers for the immunization requirements are available for medical or sincerely held religious beliefs. COVID-19 Vaccination and Exemption Information link: https://inside.ewu.edu/hr/
This position is covered by the Washington Federation of State Employees’ Collective Bargaining Agreement:
https://in.ewu.edu/hr/wp-content/uploads/sites/40/2021/07/WFSE-EWU-CBA-Barg.-Units-1-and-2-2021-2023-FINAL.pdf
Upon hire you must complete required DEI, Hazing, Harassment and Title IX training, and other federal, state & university mandated trainings. You can access the online training at https://inside.ewu.edu/hr/training/orientation/ or complete the training in person or via Zoom. In person and Zoom training opportunities will be posted on InsideEWU and are listed on Human Resources’ https://inside.ewu.edu/hr/training/ .
Physical Demands
Optional: Contact Saundra Godin in Human Resource Services at [email protected] to obtain a copy of the Essential Functions Analysis which will describe conditions of employment, such as physical and mental demands.
Pre-Placement Physical No
Hearing Test No
Medical Monitoring Post Hire No
Protective Equipment
Required Qualifications
  • Associate degree (any discipline) AND one year of full-time experience in the program specialty OR two years of full-time experience which includes responsibilities related to establishing schedules and logistics, developing and maintaining a database, and resolving database problems.
  • Experience in customer service and solving customer issues
  • Experience in managing multiple projects and meeting deadlines, while maintaining attention to detail
  • Experience working effectively in an environment subject to quickly changing priorities
  • Evidence of effective communication skills
  • Experience in MS Office software suite including Work, Excel, and Outlook
  • Demonstrated interest, ability and/or experience promoting cultural competency, universal accessibility, and/or diversity.


Specific Program Requirements
  • Efficiently produce a college class schedule and classroom assignment using computer software.
  • Understand, interpret, apply and explain University guidelines, policies and procedures
  • Critically review and troubleshoot software and data problems and take corrective action
  • Critically review source data and detect and correct errors
  • Evaluate work methods and efficiency
  • Perform mathematical computations of moderate difficulty
  • Write clear and effective correspondence and informational materials
  • Work independently on assigned projects
  • Meet schedules and critical timelines
  • Train and provide work direction to others
  • Establish and maintain effective relationships with faculty, department chairs, staff and academic departments
Preferred Qualifications
  • Bachelor’s Degree (any discipline)
  • Two years of experience in providing students with information regarding undergraduate requirements and recruitment
  • Experience working with a student information system such as Banner.
  • Experience working in higher education.
Other Skills and Abilities
  • Assist end users on a wide variety of issues, evaluate alternatives, and make and implement sound recommendations.
  • Present effective training programs and train users in the academic application systems and web-based applications.
  • Learn to use new and existing software and hardware.
  • Interpret, apply, explain, and ensure compliance with applicable university standards, policies, and procedures related to assigned area of responsibility.
  • Understand and follow oral and written instructions.
  • Establish and maintain a variety of filing, record keeping, and tracking systems.
  • Organize and prioritize a variety of tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
  • Use English effectively to communicate in person, over the telephone, and in writing.
  • Review situations accurately and determine appropriate course of action using judgment according to established policies and procedures.
Work Schedule Type Regular
Work Schedule
Typical schedule is 8am-5pm, Monday through Friday. Occasional evening or weekend shifts may be required to meet the needs of the department.
Posting Date 01/13/2023
Open Until Further Notice Yes
Closing Date
Screening to Begin 01/26/2023
Special Instructions to Applicants
To be considered for this opportunity, please submit your application materials through our online faculty application portal located here: https://jobs.hr.ewu.edu/. If you are unable to submit through the applicant portal, contact Saundra Godin at [email protected] .
It is strongly recommended that you print a copy of these instructions and the position posting before you begin to complete the online application, as the instructions will not be viewable once you begin the application process.
Required documentation includes all of the items listed below.
  • Attach a detailed cover letter in which you describe how you meet each of the required qualifications and preferred qualifications (if applicable). It is preferred that you provide that information in a bulleted list or within a table in your cover letter.
  • Attach a chronological resume including work history and major duties, education, and any specialized training or skills related to the position. List at least 3 professional references including: names, titles, organization name, phone numbers, email addresses, and connection to you (these can be identical to the references listed on the application).
  • Complete the online application form and respond to the online questions, if applicable.
  • Diversity Response-as an equal opportunity employer with a multicultural staff and student population, we are interested in how your qualifications prepare you to work with diverse faculty, staff, and student populations representing various cultures and backgrounds that may be different from your own. You will be asked to attach a diversity response as part of the online application process: Please describe how you will apply an approach that is supportive to the diverse needs, including universal access, of our students, faculty, staff, and the public.


    • Applications are open until further notice, screening of applications will begin on Jan 26, 2023. All materials will be held in strictest confidence; references will not be contacted until candidates have been notified.
    Note: Letters of Reference are not required at this time. We reserve the right to request letters of reference at a future date, such as once we have identified interview candidates
    Application Types Accepted Application

    Job Duties


    % of Time 50
    Responsibility / Duty
    Administer and verify entry of academic course offerings.
    • Monitor the following processes for new and updated sections, in the approval queue, are handled in the appropriate term(s) or Parts of Terms in the Student Information System (SIS):
      • For updates of all credit and non-credit, self and state-supported sections,
      • For meeting patterns creation based on credit amount and instructional mode,
      • For appropriate funding for the section and input accordingly,
      • For appropriate campus and location codes, part of the term code for registration, grading, fee/tuition updates; and generate and input section text when necessary; and
      • Comply with state records retention schedules and manage long-term storage of online documents.

    • Verify that the data was entered correctly and make corrections in Banner in a timely manner as not to cause registration errors.
    • Review information submitted for completeness, accuracy, and conformance to policies and practices.
    • Critically review and resolve discrepancies in faculty assignments, class assignments, time schedules, room assignments, and related matters which includes, correcting and/or inputting information in the scheduling database in cooperation with department chairs and office staff.
    • Oversee and amend system rules to ensure sections comply with university policies and procedures.
    • Prepare bulk scheduling processes based on the Academic Scheduling Cycle and assist departments with individual room changes based on room availability and ADA requirements.
    Essential Function Indicator Yes
    % of Time 20
    Responsibility / Duty
    Provide technical and procedural knowledge as the dedicated specialist.
    • Request and grant system access for academic scheduling, room assignments, and course/section reporting.
    • Research problems and communicate how to correctly enter information into the course file.
    • Provide complex and technical support to faculty and academic departments using the system.
    • Assist users with application systems and operational questions or problems.
    • Provide new user training and ongoing support to keep all users apprised of changes and upgrades to academic applications systems and technologies.
    • Develop and maintain training materials for the university community on the Academic Cycle and reporting tools, which includes, but are not limited to:
      • Individual and departmental training for new systems users,
      • Published materials reflect software and policy/procedure changes, and
      • Pre-recorded videos with step-by-step instructions for processes.
    Essential Function Indicator Yes
    % of Time 15
    Responsibility / Duty
    Clarify policies and procedures with Academic Departments.
    • Identify where departmental practices don’t align with policies and procedures and communicate the interpretation and implementation of policies.
    • Recognize opportunities where clarification is needed for the university community and propose changes with the Assistant Registrar.
    Essential Function Indicator Yes
    % of Time 10
    Responsibility / Duty
    Analyze room scheduling utilization and modify practices.
    • Collaborate with Instructional Technology and Facilities to review current room utilization reported to the state.
    • Evaluate whether classroom designations, size, and features are accurate. Determine impacts of adjustments to overall campus utilization and university room scheduling needs.
    Essential Function Indicator Yes
    % of Time 5
    Responsibility / Duty
    Perform related duties as assigned
    • Assists in other areas of Records and Registration as needed.
    Essential Function Indicator Yes

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