Coordinator Class Scheduling

Under the general supervision of the Manager, Class Scheduling, the Coordinator, Class Scheduling, coordinates the development of course and section schedules for assigned programs/pathways. This position works closely with leadership, program faculty, and academic pathway deans to analyze, develop and implement new and modified program and course schedules for assigned pathways. Utilizes databases to meet the reporting needs of state course/program approval, and requests from administration.

Work is detailed and diversified requiring independent judgment, analytical skills, and decision-making abilities according to established practices and procedures as well as state requirements. Supervision received is general in nature using established procedures and general objectives and limited to problems or unusual conditions. Works both independently and with staff in a teamwork approach and may support office technicians.

Scheduling Development and Creation: Creates the institution's class schedules in coordination with Lead Faculty and Pathway leadership each academic term, ensuring accuracy, consistency, and adherence to institutional policies and the Handbook Faculty Appendix parameters within necessary timeframes.

Scheduling Maintenance: Ensures timely and accurate entry of schedule changes, course modifications, cancellations, and instructor assignments. Monitors course enrollment and assignments/loads as necessary using appropriate collaboration and approval framework. Collaborates with Program faculty to expand and/or reduce course section capacity. Negotiates adjustments to faculty assignments including last-minute changes and schedules emergency substitute instructors, if needed.

Space and Resource Coordination: Collaborates with faculty and staff to optimize classroom and lab utilization based on program needs and instructional methods. Coordinates scheduling logistics to minimize conflicts and maximize efficient use of campus facilities. Assures that scheduled classes have appropriate room assignments and needed technology, including resolving conflicts.

Special Course Scheduling: Manages course and instructor scheduling for specialized programs, including dual enrollment at area high schools, Workforce Solutions contracts, and grant-funded initiatives, ensuring alignment with program goals, timelines, and institutional standards.

Faculty Assignment & Workload Management: Regularly reviews and updates instructional assignments and faculty load percentages based on current contracts, scheduling changes, and departmental needs.

Data Management & Reporting: Collects, enters, and compiles data to produce statistical charts, tables, graphs, and reports for departmental use. Maintains and updates files, records, logs, and other resource information to ensure organized and accurate data management. Utilizes databases to meet the reporting needs of state course/program approval, and requests from administration.

Mentoring Staff: Provides guidance and mentorship to technicians. Helps onboard them with department procedures, software, and expectations.

Policy and Procedure Creation and Optimization: Continuously review policies and procedures, makes recommendations for implementation strategies to bring uniformity to scheduling, and collaborate with colleagues to streamline processes and improve operational efficiency. Creates a culture of continuous improvement for scheduling to improve the retention of students and make it easier for faculty to understand expectations and compensation.

Ethics and Confidentiality: Practices honesty by demonstrating a consistent and uncompromising adherence to strong moral and ethical principles, values, truthfulness, and accuracy in all actions. Addresses all student and employee behavior in a confidential and respectful manner.

Cross Functional Relationships and Collaborative Teamwork: Establishes, maintains and enhances positive working relationships with staff, faculty, administrators and outside agencies.

Continuous Learning & Professional Development: Maintains current knowledge of best practices and standards in higher education with an emphasis on community colleges. Actively participates in applicable workgroups, trainings, workshops, seminars, committees and professional associations or conferences to promote continuous learning.

Other duties: Performs other related duties within the scope of the position as required for the efficient operation of the division and to support institutional objectives.

KNOWLEDGE, SKILLS, & ABILITIES

• Requires considerable knowledge of MATC courses and programs, college policies, procedures, and instructor labor agreement with respect to workload and pay calculations.

• Knowledge of federal, state and local laws, ordinances and regulations governing all areas of responsibility as they pertain to technical/community colleges.

• Ability to respond professionally to inquiries, complaints and information from various stakeholders.

• Ability to problem solve and analyze effectively, including use of data analytics such as applying data to organizational applications.

• Ability to overcome obstacles by engaging outside resources or utilizing executive direction.

• Ability to complete projects in a higher education setting.

• Ability to work independently, in a fast-paced environment with minimal supervision.

• Ability to communicate effectively through both oral and written means across all levels of employees including public speaking and presentation skills.

• Ability to establish, collaborate and maintain effective work relationships with peers, students, teachers, staff, representatives of outside agencies, educational institutions, and the general public.

• Ability to convey an image of professionalism and dedication in work related activities.

• Ability to work with culturally diverse student and employee populations.

• Proficiency in the use of computers and software specific to position, including spreadsheets and the internet.

• Ability to work successfully independently with minimal supervision and serve as a leader to others.

• Ability to establish workflows, manage multiple projects across divisions and meet necessary deadlines.

CORE COMPETENCIES: The ideal candidate will demonstrate a customer-focused mindset, a proactive and action-oriented approach, the ability to value and work effectively across differences, a commitment to ongoing self-development, and genuine compassion in their interactions. They will be skilled in cultivating innovation, optimizing work processes for greater efficiency, and ensuring personal and team accountability. Success in this role also requires strong collaboration skills, interpersonal savvy, effective communication, and the ability to build and instill trust across teams and stakeholders.

Compliance with all state, federal, and accreditation standards/requirement, as well as all MATC policies and procedures.

Required Education & Experience: Associate's degree in Education, Business, Data Systems, or related field with three (3) years of progressively responsible work experience.

Preferred Education & Experience: Bachelor's degree in Education, Business, Data Systems, or related field with two (2) years of progressively responsible work experience.

Hours While schedules may vary, coordinators are generally expected to be available Monday - Friday between the hours of 8 a.m. to 6 p.m.

Application Materials A complete application entails providing thorough details, including personal information, educational background, and comprehensive work experience. This should include specific job positions held, duties performed, dates of employment, and any relevant licenses or certifications. Additionally, candidates may be required to attach copies of licenses or certifications as requested by the employer. It's crucial to ensure all aspects of the application are thoroughly addressed and documented.

EEO Milwaukee Area Technical College will not discriminate against any employee, applicant for employment, student, or applicant for admission on the basis of race, color, national origin, ancestry, sex, sexual orientation, creed, religion, political affiliation, marital status, parental status, pregnancy, disability, age, membership in any reserve component of the armed forces, union affiliation, arrest and conviction record, or any other protected category under applicable local, state or federal law.

Milwaukee Area Technical College is an Equal Opportunity/Access Educator/Employer. Reasonable accommodations will be provided for qualified individuals with disabilities. If you have a disability and need special accommodation for the application process, please contact our office at 414-297-6529 (Wisconsin Relay System: 711) or email jobs@matc.edu