Curriculum and Scheduling Coordinator

Salary: $19.05 - $20.77 Hourly
Location : Coos Bay, OR
Job Type: Classified - Full Time (32-40 hrs)
Job Number: 9
Department: Office of Instruction
Opening Date: 05/12/2025
Closing Date: Continuous
FLSA: Non-Exempt
Bargaining Unit: CLFED

Primary Purpose
The Curriculum and Scheduling Coordinator plans, coordinates, organizes, and performs a variety of technical tasks required for the coordination of program and course offerings at the college, as well as course scheduling, curriculum, and the college catalog. This position is responsible for coordinating the revision, approval and production process of all courses, curriculum, and the catalog. Maintain instructional data stored in various software systems such as the college database, the course evaluation system, the college catalog, and other platforms. Maintain historical information on programs and course offerings and provide administrative support services to the Office of Instruction. Serve as the Point of Contact with the State of Oregon for all curriculum matters. Provides support for course planning and assumes technical responsibility for the annual Schedule of Classes, including, but not limited to course scheduling and classroom assignment. Provides professional, prompt, courteous assistance to students, faculty, staff, and outside agencies often regarding technical information.

Description of Essential Functions

Curriculum Support (40% of Time)
•  Assist with providing guidance, assistance and training to academic administrators, faculty and staff on program/curriculum processes and procedures within the Office of Instruction.
•  Collects and processes new and revised course outlines and curriculum for compliance with state guidelines and practices; prepares and submits, to the Department of Community Colleges and Workforce Development (CCWD) as Point of Contact and/or Higher Education Coordinating Commission (HECC), requests for course approvals and curriculum changes. Submit all documentation including Notice of Intents and to CCWD for newly proposed programs. Prepare, review and submit yearly update of the Oregon Community College Program Submission System Database provided by the CCWD. Inform affected parties of the completion of the update i.e. Veterans, Financial Aid, etc.
•  Evaluate, in collaboration with Director of Registration and Curriculum, new and revised course outlines and curriculum for compliance with state guidelines and practices, including but not limited to transfer, career technical, workforce development, and community education courses. Enter the update of new and revised courses and programs into Jenzabar, eCatalog and Webforms. Notify affected offices on campus needing information.
•  Assist in ensuring proper reimbursement based on proper coding of the number of hours and credits required determined by course type, proper coding for FTE reimbursement and proper Classification of Instructional Programs (CIP) codes for state and national reporting.
•  Provide administrative support to Curriculum Committee and Instructional Council meetings by taking and transcribing minutes. Compile completed documentation/forms from Faculty/Deans for Curriculum Committee and Instructional Council into comprehensive meeting agendas. Make room reservations for Instructional Council and Curriculum Committee. Distribute agendas, minutes and other correspondence to campus community and maintain historical records. Post minutes in the appropriate college database.
•  Monitor curriculum groups for needed updates to policies and procedures.
•  Create and update all electronic forms used for course outlines, program revision, program submission and others as needed.
•  Research and provide current and historical course outline information to other colleges and universities, public agencies, former students and sta? Catalog (30% of time)
•  In collaboration, with the Vice President and other departments, produce the yearly catalog. Maintain a yearly timeline of catalog development, ensuring all curriculum and program changes are approved and eligible to be published in the academic catalog. Coordinate all required updates from all departments on campus and verify that all information within the catalog is accurate and meets the state and accreditation requirements.
•  Make all necessary changes/updates to the catalog and design the page layout of the catalog using production software (i.e. Leepfrog, CourseLeaf or other college-approved software).
•  Update the colleges' academic website and myLakerLink with the current catalog, degree and program information.
•  Maintain advising trees and other necessary functions, including managing and entering the updates of new and revised courses and programs within the components of the Institutional Requirement Trees.
•  Establish course requirements in each academic program within the Institutional Requirement Trees using appropriate syntax, troubleshoot syntax errors, and test the evaluation process.
•  Ensure the Institutional Requirement Trees accurately interpret student transcript data for program evaluation, graduation requirements, Financial Aid evaluation and Federal reporting purposes.
•  Manage and update curriculum ARCs, utilizing analysis and historical data to verify accuracy. Scheduling Coordination (30% of Time)
•  Manage scheduling software, updating and inputting data to determine optimal course schedules. Utilize data to inform future decision making on course schedules.
•  Manage and enter the update of new and revised courses and programs Into Jenzabar, J1Web, myLakerLink, CourseLeaf, Career Coach, and other platforms as necessary. Work Marketing Department to make necessary curriculum updates to SWOCC's external website. Notify affected college staff of all changes and updates.
•  Manage and track all courses and programs in database, maintaining updates on a rotating four-year basis. Track experimental course offerings, monitor for permanent approval or removal. Track course offerings each term to be evaluated in Instructional Council to inactivate based on enrollment.
•  Set up sections of classes for the class schedule; check co-requisites and enrollments against course data and resolves discrepancies. Work closely with departments to coordinate room assignments and resolve scheduling conflicts. Process and ensure accuracy of the course section/meeting record database necessary for the student record system to include begin-end, add-drop, refund and census dates, course fees, course requirements co-requisites, class limits, and staffing for both campuses, outreach and online course offerings. Process recommended changes as related to courses, registration and room scheduling. Work with departments to maximize utilization of facilities in order to support additional classes and students.
•  Provides information to decision makers by running room usage reports, time conflict reports, building utilization reports and other reports as requested.
Performs Other Duties and Special Projects as Required/Assigned

Required Knowledge, Skills and Abilities
REQUIRED QUALIFICATIONS

Associates degree. May be substituted with four (4) years of experience working with college publications, database management or related area with high level customer service focus.
Three (3) or more years of office experience processing highly technical information and performing high-level administrative assistance tasks.
Successful applicants for this position must possess the following knowledge, skills and abilities, or be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation:
•  Ability to work directly with State agencies and interpret documentation to determine appropriate process for program approval, course numbering, transferability, and granting of credit; ensuring accuracy throughout the process.
•  Required ability to behave in a professional, businesslike manner; exercise good judgment at all times and interact with internal and external constituencies in a manner that consistently builds positive relationships.
•  Ability to work effectively and sensitively with individuals of diverse cultural backgrounds and perspectives, and abilities.
•  Demonstrated organizational skills with the ability to adapt quickly and smoothly to continuous changes in federal, state, and college regulations, policies, and procedures.
•  Must be able to maintain confidentiality of department records and/or information as requested.
•  Good analytical skills and the ability to create innovative solutions to space management requirements.
•  Ability to perform data entry in college-wide Student Information System, word processing, and spreadsheet applications. Exhibit a high level of computer literacy, sufficient to use software such as word processing, spreadsheets, and databases to produce correspondence, documents, and reports. Sufficient manual dexterity to be able to operate office computer, typewriter and calculator. Advanced knowledge of Microsoft Office.
•  Requires the ability to perform all of the duties of the position effectively and efficiently with minimal supervision. Ability to work with time deadlines and a high level of accuracy using independent judgment.
•  Ability to consistently convey a pleasant and helpful attitude by using excellent interpersonal and communication skills to control sometimes stressful and emotional situations . click apply for full job details