Coordinator, Strategic Scheduling Systems

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Austin Community College is a public two-year institution that serves a multicultural population of approximately 41,000 credit students each Fall and Spring semester. We embrace our identity as a community college, as reflected in our mission statement. We promote student success and community development by providing affordable access, through traditional and distance learning modes, to higher education and workforce training, including appropriate applied baccalaureate degrees, in our service area.
As a community college committed to our mission, we seek to recruit and retain a workforce that:
Values intellectual curiosity and innovative teaching
Is attracted by the college's mission to promote equitable access to educational opportunities
Cares about student success and collaborates on strategies to facilitate success for populations including; first generation college students, low-income students, and students from underserved communities.
Focused on student academic achievement and postgraduate outcomes
Welcomes difference and models respectful interaction with others
Engages with the community both within and outside of ACC
Job Posting Title
Coordinator, Strategic Scheduling Systems
Job Description Summary
The Strategic Scheduling Systems Coordinator supports the operational administration, configuration, and continuous improvement of the Austin Community College’s (ACC) strategic scheduling systems and related workflows. Working within the Office of Strategic Scheduling, this position serves as the primary operational lead for scheduling-related technology platforms, including Ad Astra and associated scheduling tools, and supports the College’s centrally coordinated, student-centered scheduling processes.
The Coordinator collaborates closely with instructional leadership, Information Technology, campus operations, and other stakeholders to ensure scheduling systems are functioning effectively, aligned with institutional priorities, and responsive to operational needs. The role focuses on operational systems stewardship, workflow coordination, scheduling process support, troubleshooting, reporting, training, documentation, and maintenance of scheduling-related technologies and associated operational data. The position supports ACC’s institutional goals for predictable, responsive, and optimized scheduling by helping maintain accurate scheduling data, efficient workflows, and effective use of instructional space and scheduling resources.
Job Description
Supervision Received and Exercised
Operates under the direct supervision of the department manager or designated supervisor. While the role does not typically include formal supervisory responsibilities, the Coordinator may oversee limited hourly staff, including interns and temporary employees, and coordinate schedules. They may provide guidance to junior staff or new hires as part of onboarding and training processes. The position is expected to work independently on routine tasks while seeking direction for more complex assignments.
Competency Expectations
Coordinate activities within the programmatic area and/or department.
Create, maintain, and execute detailed plans for small to medium sized activities, initiatives, and/or projects.
Coordinate college personnel (possibly including outside personnel or industry partners) to support the planning, delivery, and execution of programs; coordinate schedules, hourly staff, materials, and participant documentation to ensure smooth operations and successful outcomes.
Support essential operational coordination for department.
May be expected to train, coach, direct, and coordinate assigned personnel while adhering to organizational human resource policies and procedures as well as related employment laws.
Description Of Duties And Tasks
Schedule Development Coordination
Coordinate the ongoing operational administration, maintenance, and updating of scheduling systems, scheduling parameters, room attributes, meeting patterns, validation rules, workflow settings, and related scheduling data.
Maintain schedule development timelines, milestones, and planning calendars and track completion of schedule-related deliverables.
Support intake, tracking, and management of scheduling requests through established workflows.
Coordinate classroom assignments and space prioritization processes to help ensure instructional needs are addressed while balancing broader campus operational demands.
Participate in strategic scheduling initiatives and operational projects that support institutional goals related to student access, progression, completion, and effective resource utilization.
Scheduling Software Systems
Serve as the primary operational lead for scheduling-related software systems, including Ad Astra and related scheduling applications or modules.
Triage, investigate, and coordinate the resolution of scheduling system issues in collaboration with Information Technology and relevant governance groups.
Manage and maintain academic course-related system configurations, validation rules, scheduling parameters, room attributes, and operational settings within scheduling systems.
Coordinate with Information Technology governance structures and operational stakeholders to communicate scheduling-related needs, support implementation efforts, and ensure consistent operational practices.
Support the alignment and integration of scheduling systems with the student information system and related institutional platforms.
Training, Documentation & Communication
Develop, maintain, and update operational documentation, user guides, workflow procedures, training resources, and system support materials related to scheduling systems and processes and college-wide development timelines.
Provide training, troubleshooting assistance, and ongoing operational support related to scheduling systems, scheduling workflows, reporting tools, and best practices.
Support the implementation and ongoing operational use of strategic scheduling tools, dashboards, and reporting resources.
Knowledge
Job Requirements
Understand and apply administrative procedures, principles, and practices.
Utilize organizing and planning practices.
Operate learning management systems and web learning tools.
Plan and manage events efficiently.
Understand the services and functions of educational institutions.
Supplemental Knowledge
Business acumen to effectively identify and organize system solutions.
Project management, program design, and implementation.
Skills
Maintaining an established work schedule and managing competing priorities in a fast-paced operational environment.
Using strong analytical, planning, organizational, and time management skills.
Developing and delivering training content.
Utilizing effective technical writing and presentation skills.
Developing workflow scenarios and test cases.
Possess a customer-oriented, collaborative, and solutions-focused mindset.
Effectively using interpersonal and communication skills, including tact, diplomacy, facilitation, and collaboration with stakeholders.
Maintaining confidentiality of work-related information, records, and materials.
Technology Skills
Effectively use project management, workflow management, and productivity tools to coordinate data workflows, projects, timelines, deliverables, and collaborative work processes.
Education
Minimum Qualifications
Bachelor's degree.
Four (4) years of related work experience or associate’s degree plus two (2) years of related work experience can be substituted for the required education (plus the required experience noted below).
Preferred Education
Bachelor's degree in business, computer science, information systems, or related field.
Experience
One (1) year related experience.
Preferred Experience
Work experience in higher education.
Working knowledge of Enterprise Resource Planning (ERP) and Student Information systems, especially Ellucian Colleague and Banner.
Experience supporting the technical administration of enterprise scheduling systems (e.g., Ad Astra), including configuration, maintenance, troubleshooting, and user support responsibilities.
Proficiency with personal computers and relevant software applications.
Physical Demands and Work Environment
Physical Demands
Standard office environment.
Work Environment

Work arrangement
Yes