Scheduling Specialist (Student Services Coordinator)
Indiana University

Department

SPANISH & PORTUGUESE (BL-SPAN-IUBLA)

Department Information

Our department provides academic preparation for majors, minors, and graduate students in Spanish and Portuguese, contributing to the overall liberal arts mission of the College. We believe that language acquisition requires an understanding of the cultural contexts in which language is spoken.

Language study also provides us with a means of communicating with others, both within and outside of the U.S., and of strengthening cultural literacy and intercultural understanding. In our department, students and faculty engage with questions of cultural and linguistic identity and difference. They explore the histories and contexts in which language and culture exist and change.

More information about the Department of Spanish and Portuguese at Indiana University may be found here.

Job Summary

Department-Specific Responsibilities

• Coordinates areas of the Department of Spanish and Portuguese Undergraduate office that pertains to scheduling, registration enrollment, enrollment reports, course catalog updates.
• Coordinates joint and cross-listed courses and provides enrollment data reports for the department.
• Handles course catalogues for CARMin, new course and change course entries.
• Builds, edits, and updates the Schedule of classes for the 3 simultaneously-active semesters through DSOC and CART.
• Keeps Chair appraised of all scheduling and registration situations that effect the schedule and budget.
• Collaborates with other departments on combined courses and cross listings.
• Manages enrollment and registration as students register and adjusts as necessary and approved by the chair.
• Schedules room changes, reserves rooms for films, reviews sessions and class make-ups. Schedules final exam rooms assignments and notifies HISP instructors of their final exam day, time and room.
• Works closely with the Administrative Program Manager to project the number of sections needed, budgets, head counts and helps verify what is inputted into Elvira and Elvis for the Department.
• Creates statistical reports on enrollment, course and sections needed for fiscal year, Effort report, and Undergraduate Majors and Minors.
• Manages all curriculum changes through CARMIn for new course ads and course changes, working closely with the Directors and Chair.
• Coordinates all areas of the Undergraduate office.
• Answers academic questions and assess all concerns and complaints and direct to the appropriate Director.
• Works as a team player with other staff and cover when other staff need to be away from the office. Some cross training will be involved.

General Responsibilities

• Assists with administrative needs related to the daily operations, planning, and implementation of various or multiple student services initiatives. Performs duties such as attending a front desk, answering phones and email, and delivering messages and mail.
• Serves as a liaison to campus partners for cross-departmental student services initiatives, providing information, securing space reservations, scheduling planning meetings, and providing necessary documentation.
• Provides assistance to student participants, stakeholders, faculty, and/or staff; acts as a resource by analyzing information, providing documentation, and preparing reports. Accurately maintains electronic records and databases.
• Provides directions, support, and information to student organization representatives and other visitors to the department.
• Assists with daily scheduling, training, and gathering of student feedback. May prepare and disseminate handouts, presentations, or other materials.
• May assist with ordering or creation of promotional materials for student organizations or departmental needs.
• May provide guidance to other Student Services Coordinators.

Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED)

WORK EXPERIENCE

Required

• 2 years in office environment, higher education, or related field

SKILLS

Required

• Proficient communication skills
• Maintains a high degree of professionalism
• Demonstrates time management and priority setting skills
• Demonstrates a high commitment to quality
• Possesses flexibility to work in a fast paced, dynamic environment
• Highly thorough and dependable
• Demonstrates ability to maintain confidential information
• Demonstrates customer service skills
• Commitment to working with people of diverse backgrounds and demonstrated cultural competency

Preferred

• Strong organizational skills
• Working knowledge of university systems, including SIS and Registrar share point software and Microsoft Office
• Ability to multi-task
• Ability to handle the stress of a heavy work load

Working Conditions / Demands

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Work Location

Bloomington, Indiana

Advertised Salary

$18.75 to $19.71 per hour

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance
• Dental insurance
• Health Savings Account with generous IU contribution
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.

Job Classification

Career Level: Intermediate

FLSA: Nonexempt

Job Function: Student Services

Job Family: Student Services Generalist

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Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.

Contact Us

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Telephone: 812-856-1234

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