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Academic Scheduling Coordinator
DATE:   10/21/2019
JOB TITLE:   Academic Scheduling Coordinator
DEPARTMENT:   University Registrar
SECTOR:   Academic


The Academic Scheduling Coordinator works closely with the University Registrar to organize all registration related functions and coordinate the scheduling of academic space for courses offered each term along with event requests to facilitate efficient room utilization.  


Serve as the Ad Astra academic module administrator with duties to include module set-up, rule writing, training, report generation, monitoring enrollments and keeping current with changes and enhancements; Provide analysis and recommendation based on enrollment and scheduling procedures; Serve as the liaison with all academic departments, events scheduling coordinator and IT department to facilitate efficient academic room utilization; Meet with the assistant deans on a regular basis to assist with developing  efficient and effective informational materials for transfer and freshmen registration; Maintain the course file in colleague;  Coordinate the office operations of Records, including managing shared calendars, meetings, event planning and administrative procedures; Assist in the planning and implementation of university training on Ad Astra program;  Coordinate all registration and drop/add functions to include the preparation of the term course offering and exam schedules; Manage applications and registration for special populations such as non-matriculated students, cross-registration, GEM and NUStep; Maintain Level Tuition Contracts and assigns appropriate billing student types; Performs various administrative functions such as ordering office supplies and processing student profile changes; Staff the customer service counter and answer the Records office main phone when needed; Maintain department website; Faculty and staff are expected to maintain the confidentiality of all confidential and proprietary information (including but not limited to: student personal information, student grades, employee personal information, etc.), both during and after their employment with the University.  If a faculty or staff member has a question about confidentiality of a particular matter, he/she should consult their supervisor.  Any violation of this rule shall subject the faculty/staff member to disciplinary action, up to and including immediate termination of employment; Perform other duties as assigned.  


% of Time  

30%   Assist in the management of Ad Astra as it pertains to scheduling of academic departments and event scheduling.  

20%   Maintain version updates to the Ad Astra software system and the university community as needed.  

20%   Coordinate registration, drop/add, course offering functions and assist students, faculty and staff in this area.  

35%   Build semester course offerings and schedule classrooms;  

5%     Perform Perform administrative tasks such as updating student profiles, ordering office supplies, maintaining department website, assist at the customer service counter and answer department main phone as needed.  

5%      Provide backup in the Records office as needed.  


Excellent planning, organizational and communication skills. Excellent computer skills and the ability to new software packages as needed. Ability to interact effectively with faculty, staff and administration on campus and the ability to provide training to all. Ability to work independently with minimal supervision. Ability to display sound judgment to ensure timely processing and completion of assigned tasks. Ability to be tactful and demonstrate sound judgment when dealing with difficult situations. Ability to read and comprehend various forms, documentation, files and information. Proficiency to handle various office machines including but not limited to: calculator, computer keyboard, laptop, copy and fax machines. Ability to receive telephone calls, respond to inquiries and effectively communicate with others in delivering good customer service.


The functions of the position usually performed sitting, but may require some amount of time standing. Some amount of stooping, kneeling, bending, crouching, lifting, walking, carrying and other movements may be required.  Tasks involving working on a computer keyboard, computer software applications, calculator, cutting, labeling, and taping involve extensive wrist and hand movement.  All individuals are required to be able to perform these movements without significant risk of injury to themselves or others.



Bachelor’s degree is required with education, training and experience that provide the necessary knowledge, skills and abilities. A valid New York State driver’s license is required that satisfies both University and insurance company underwriting rules and regulations for driving a motor vehicle. Demonstrated customer service skills to provide excellent service to students, faculty, administration and staff.   

Non Discrimination/Equal Employment Opportunity Statement Policy:

NIAGARA UNIVERSITY is an equal opportunity employer. Consistent with our Catholic mission, Niagara University is committed to providing equal employment and educational opportunities and will not discriminate on the basis of race, age, sex (gender), national origin, religious preference, sexual orientation, predisposing genetic characteristic, status as veteran or disability. The following person has been designated to handle inquiries regarding the non-discrimination policies: Ryan Thompson, Esq., Title IX Coordinator, Office for Equity & Inclusion, 716-286-8324, rthompson@niagara.edu, www.niagara.edu/oei, Office Location: O’Shea Hall, B27. For further information on notice of non-discrimination, visit http://wdcrobcolp01.ed.gov/CFAPPS/OCR/contactus.cfm for the address and phone number of the office that serves your area, or call 1-800-421-3481.

Niagara University is an equal opportunity/affirmative action employer. Women and minorities are encouraged to apply. A copy of the Student Right to Know Annual Security Report is available at: http://www.niagara.edu/safety
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