Academic & Event Scheduling Coordinator

Overview

Under the leadership of the Associate Dean for Student Administrative Services, the Registrar’s Office is responsible for secure maintenance of student academic records and compliance with FERPA and other federal and state regulations related to these records for the undergraduate and graduate students in the Schools of Arts, Sciences, and Engineering and for non-matriculated students through University College. The Registrar’s Office is supported by the curriculum and space management staff, records management staff and Student Services.

Student Services is the first point of contact bridging academic and administrative functions and services dent Services provides a wide range of support, from guidance on how to pay tuition, apply for financial aid, obtain a transcript, register for classes, and leverages their service center structure in support of other student facing department’s service needs when appropriate. Student Services collaborates with students, families, faculty, staff, and outside agencies to provide accurate and timely information and support of the completion of university transactions, as they relate to their areas of expertise.

Working within the Office of the Registrar, the Academic and Event Scheduling Coordinator manages the scheduling and reservation process for approximately 50% of spaces on the Medford/Somerville campus. This role orchestrates scheduling and placement of courses for the schools of Arts, Sciences, Engineering, and University College on the Medford/Somerville and Fenway campuses and manages the co-curricular scheduling for events and meetings on the Medford/Somerville campus.

This position works with internal and external constituents to advise on best use of university facilities, provide system usage support, manage user account access to desktop and online scheduling applications, and ensure that space policies are appropriately documented and enforced. Other responsibilities include managing space reservations for commencement, orientation, and final exams. The Academic and Event Scheduling Coordinator is also currently the functional administrator for the campus scheduling system and supports users across the University with system usage and enhancements.

• • Execute the facilities scheduling and placement of approximately 3000 courses each fall and spring semester for the schools of Arts, Sciences, Engineering, and University College on the Medford/Somerville and Fenway campus.
  • Utilize excellent problem-solving skills to sufficiently ensure placements for all academic course space needs while considering pedagogical and physical constraints as well as faculty preferences.
  • Develop and maintain excellent working relationships with academic department staff and faculty to ensure strong two-way communication regarding their department or course space needs.
  • Work with faculty and staff to adjust capacity or meeting times for classes as needed.
  • Execute and maintain the final exam schedule and booking process.
• • Partner with University College groups, including Courses at Tufts and Precollege programs, as well as Conferences and Events to schedule summer classes, residential programs, and conferences.
  • Facilitate the co-curricular scheduling for events and meetings on the Medford/ Somerville campus.
  • Advise students, faculty, and staff as to the best use of university facilities and scheduling policies for events.
  • Provide support to the Office of the Trustees in commencement planning and Undergraduate Orientation to ensure space requirements for events are met.
• Develop and maintain excellent working relationships with other university space managers and stakeholders to provide system use support, manage user security groups for desktop and online applications, and ensure that space policies are appropriately documented and enforced for spaces outside the department jurisdiction.
  • Provides administrative and IT support to stakeholders within AS&E and across the University, including for the Dental, Med, Fletcher and Vet schools.
  • Partner with university stakeholders to leverage EMS as the space system of record and provide innovative solutions for…