Academic Scheduling Coordinator

200 S. Grand Ave
Los Angeles, CA 90012, USA

Position Summary

The Academic Scheduling Coordinator supports the operational, scheduling, and logistical functions of the Conservatory, Music Academy, Community School of Performing Arts, and the Trudl Zipper Dance Institute, ensuring the smooth delivery of academic, performance, and community-facing programs. The position serves as the central resource for space management, scheduling coordination, room reservations, recording activities, recital scheduling, and academic operations support across all academic units.

The Coordinator maintains comprehensive knowledge of institutional policies, procedures, programs, facilities, and scheduling practices while supporting the efficient utilization of classrooms, rehearsal halls, studios, practice rooms, recording spaces, performance venues, and other campus facilities.

Essential Duties and Responsibilities

Scheduling and Space Management

• Serve as the primary resource for faculty, students, families, and academic unit administrative staff regarding space management, scheduling coordination, and room reservation activities.
• Maintain deep knowledge of school policies, procedures, and scheduling practices, as well as the annual and standard activities of each unit.
• Function as a power user of the school’s room reservation systems and scheduling software, including ASIMUT.
• Assist academic units with scheduling, space planning, and operational coordination.
• Ensure that scheduling policies, procedures, and best practices are followed by all members of the community, and that venue and facility resources are utilized efficiently and in support of institutional priorities.
• Communicate venue availability, scheduling protocols, and usage guidelines to faculty, staff, students, and families.
• Coordinate logistics with Production, Piano Services, Recording Services, Facilities, and other support departments.
• Attend weekly cross-departmental production meetings to present information regarding significant academic unit events, scheduling impacts, and operational needs.
• Utilize facility utilization reports, space usage patterns and scheduling trends to make recommendations to academic unit heads and artistic planning for operational and facility planning.

Academic Operations Support

• Support curriculum scheduling and course timetable development.
• With the appropriate staff in each unit, manage classroom assignments and room reservations for classes, rehearsals, lessons, studio classes, and departmental activities.
• Lead ASIMUT training sessions for Conservatory and Music Academy students at the beginning of each academic year.
• Present scheduling policies, procedures, and system updates during annual student business meetings and orientation programs.

Faculty and Student Space Reservations

• Manage faculty and student requests for space usage, including rehearsals, lessons, studio classes, recordings, meetings, and recitals, per relevant institutional and academic unit policies.
• Gather pertinent information from requestors to determine appropriate space assignment, event classification, setup requirements, and resource needs.
• Review requests for policy compliance and scheduling conflicts.
• Receive, process, and document cancellations and schedule changes.
• Communicate reservation status updates and scheduling changes as necessary.
• For students, ensure requests do not conflict with scheduled lessons, rehearsals, classes, performances, or other required activities.
• With the appropriate unit head, coordinate special scheduling accommodations and exceptions as appropriate.
• Strong organizational and time-management skills.
• Ability to manage multiple priorities and deadlines.
• Excellent communication and interpersonal skills.
• Attention to…