Scheduling Specialist

Agency

Department

PURPOSE

The Scheduling Specialist, under general supervision, is responsible for updating and maintaining university files. This position assists in developing and updating records, as well as departmental and university policies and procedures. The Scheduling Specialist answers a multi-line telephone, troubleshooting issues presented by callers, assists with handling student record issues, and provides optimal customer service.  This role will be part of the university’s Centralized Scheduling team by working with academic units to build the course schedule and assist with scheduling classrooms, computer labs, and events in academic spaces.  Extensive interaction with the public, faculty, staff, students, parents, and visitors is required.

DESCRIPTION

Functional Area 1: Operations

Percent Effort: 45%

• Create an effective and efficient student-centered, service-oriented environment by providing excellent customer service, including but not limited to answering telephones promptly and processing students' record changes accurately and timely.

• Answer multi-line telephones and troubleshoot any issues presented by callers.

• Audit and award undergraduate degrees.

• Assist with printing, preparation, and mail-out of diplomas.

• Ensure compliance with academic and regulatory requirements, including adherence to FERPA guidelines, demonstrating accuracy, timeliness, and professionalism.

• Aid with registration, transcripts, enrollment certifications and verifications, and end of term processes.

• Process student registration adds, drops, and withdrawals from the University.

Functional Area 2: Program Management

Percent Effort: 35%

• Deploy and maintain ongoing efforts for optimized, strategic scheduling of academic courses and ad hoc meetings in classrooms, class labs, and computer labs utilizing Ad Astra scheduling Software.

• Assist in centralized course schedule building and be a point of contact of Academic colleges for trouble shooting during course building process.

• Assist Assistant Registrar with course schedule building while working with academic units to ensure compliance.

Functional Area 3:  Administrative Support

Percent Effort: 20%

• Assist with Commencement and registrar-related events throughout the year.

• Assist Assistant Registrar with special projects and perform other duties as assigned.

QUALIFICATIONS

• Associate’s degree in applicable field.

• Three (3) years of related experience.

• Additional experience may be used as a substitute for the minimum education requirement:

  • High School Diploma or GED and five (5) years of related experience

• Intermediate skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) within a Windows environment.

• Excellent written, verbal, and interpersonal communication skills to be able to communicate effectively in a positive, courteous, professional manner with various populations of customers in person, telephone, or email.

• Self-motivated, self-directed, and has excellent attention to detail skills.

• Ability to work outside regular business hours and weekends as needed for commencement and university programs.

PREFERRED QUALIFICATIONS

• Bachelor’s degree in Communication, Business, or related field.

• Experience in academic scheduling, records, or higher education administrative support.

• Experience with Banner Student Information System, Ad Astra software, Laserfiche, and Argos.

• Customer service experience in a higher education environment.

• Familiarity with FERPA and student privacy standards.

SALARY:  Up to $17.31 Hourly (Up to $36,004.80 Annually, Approximately)

NOTE: Employment may be impacted by the Presidential proclamation issued on September 19, 2025 and the moratorium issued by Texas Governor Abbott on January 27, 2026.

BENEFITS (rules, policies, eligibility apply)

From our generous benefits package and professional development opportunities, to our retirement programs and our commitment to service excellence, the Island University is an engaging and rewarding place to work.

INSURANCE:

• Medical

  • $0 - $30 per month for Employee Only coverage after university contribution ($920 value).

  • Up to 83% of premium covered by the university:

    • Employee and Spouse

    • Employee and Children

    • Employee and Family coverage

• Dental & Vision

• Life Insurance, Accidental D&D, Long Term Disability, Flexible Spending Account and Day Care Spending Account

DUAL CAREER PARTNER PROGRAM

ON-CAMPUS WELLNESS OPPORTUNITIES

Work Life Solutions:

• Counseling, Work Life Assistance, Financial Resources, and Legal Resources

Tuition Benefits:

• Public Loan Forgiveness

• Book scholarships

• 100% tuition coverage for up to 18 credit hours per fiscal year (other rules may apply).

Retirement:

• Teacher Retirement System of Texas (TRS) or Optional Retirement Plan (ORP)

• Voluntary Tax Deferred Account/Deferred Compensation Plan

Time Off:

• 8+ hours of vacation paid time off every month.

• 8 hours of sick leave time off every month.

• 8 hours of paid time off for Birthday leave.

• 12-15 paid holidays each year.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.