Scheduling Specialist in Palm Desert, California at College of the Desert (CA)

Under the direction of the Vice President of Instruction, perform responsible duties independently related to the publication of the Desert Community College District’s class schedules including off-campus location offerings; research and compile scheduling data and schedule facilities; perform a wide variety of difficult, highly complex technical duties associated with the production and maintenance of college class schedules and course data.
1. Perform responsible duties related to the publication of the District class schedules; communicate with appropriate administrators and staff to develop and maintain class schedules. E

2. Utilize applicable computer software to layout, revise, edit and reformat text pages of schedules; change class times, days, hours, location, instructors and related information as necessary; resolve room conflicts and re-assign rooms as necessary. Reconcile section contact hours for adherence to course outline of record, standard block schedule meeting times, and Student Attendance Accounting Manual guidelines. Create, update, and maintain the scheduling handbook. E

3. Processes all scheduling additions Revise and maintain class schedule; verify and modify database including section, contact hours, class, and communicate changes to necessary personnel; prepare class change signs and notifications as appropriate; make adjustments as necessary for compliance with state guidelines. E

4. Code all new and/or modified courses to implement prerequisite, co-requisite, limitation-on-enrollment, and/or other curriculum requirements. Code sections based on the appropriate attendance accounting method; work closely with Institutional Effectiveness on issues related to FTES reporting.

5. Create, revise and distribute schedule planning forms and distribute to appropriate administrators and staff prepare current and original schedule print-outs for revision, instructor load reports, guidelines and other related information; distribute copies of schedule text to various departments as required; monitor materials distribution between scheduling and various offices. E

6. Prepare and maintain various reports related to research and analysis of campus and District data; prepare historical load/assignment reports on individual and faculty basis; generate enrollment/retention data on faculty; summarize current and historical load summaries; analyze report data and recommend changes as appropriate. Coordinate with appropriate department to identify and correct issues with course and section data for MIS submission; create, modify, and distribute custom reports to support schedule development processes and provide schedule data to other departments. E

7. Create and maintain annual District calendar database; identify instructional days, non-instructional days, holidays, flex-days and others; maintain computer master tables. E

8. Test and identify problems with new programs related to scheduling processes; analyze and recommend solutions. E

9. Assist in monitoring instructor semester loads, overloads and annual load totals; review faculty load summaries for discrepancies; calculate percentage of scheduled hours taught by each instructor; enter and adjust assignments as necessary. E

10. Coordinate and perform a full range of office activities. Facilitate communications regarding departmental activities, events and timelines. Organize work to support those requirements.

11. Maintain current knowledge regarding the class schedule and serve as the primary department contact for faculty and staff questions regarding system features and functionality.

12. Provide relative and mandatory presentations and trainings to the campus community regarding accounting and coding of courses, and similar functions. E

13. As assigned, participate in relevant committees and taskforces, including enrollment management, facilities, and other that affect the scheduling process. E

14. Serve as a quality assurance check for scheduling and similar duties. E

15. Perform related duties as assigned.
EDUCATION AND EXPERIENCE
Bachelor’s degree and two (2) years experience of related work experience involving data input and collection, course scheduling; or curriculum.

KNOWLEDGE AND ABILITIES

Knowledge of: District policies and procedures relating to curriculum, students, teaching faculty, calendar and responsibility dates; Title V Education Code relating to courses and academic year; the Student Attendance Accounting Manual guidelines; organizational and reporting relationships within the College and District; business practices, protocol and procedures; computer functions and programs including database and Microsoft Office Suite software; report audit and analysis techniques, including complex math concepts.

Ability to: Perform complex technical work involving independent judgment requiring thorough knowledge of school functions and District policy; utilize discretion and tact when working with scheduling activities; analyze situations accurately and adopt an effective course of action; operate computer and appropriate software; compute formulas and proportions; interpret and follow oral and written directions; design, edit and produce camera-ready copy; design and develop class schedules; meet publication deadlines; input data with accuracy; develop and maintain cooperative relationships with those contacted during course of work; communicate effectively both orally and in writing to exchange information in person and on the telephone; develop clear and concise correspondence, memos and reports; work on a variety of scheduling activities simultaneously; maintain programming recommendations for scheduling refinements or enhancements. Sit or stand for extended periods of time, pushing and pulling, and visual acuity. The ability to type, use phone, stand intermittently, walk, bend and stoop, occasionally lift, carry, push, pull or otherwise move objects up to 25 pounds, work at a computer, including sitting and viewing a monitor for various lengths of time, repetitive use of keyboard, mouse or other control device, dexterity of hands and fingers to operate keyboard, ability to communicate and provide information to others.

• Classified Bargaining Unit Position
• E=Essential Functions
• Classified Staff Salary RANGE 18
• Retirement System: CalPERS (upon meeting eligibility criteria)

WORKING CONDITIONS

• Office environment. Constant interruptions. May require evening and weekend responsibilities.

SCHEDULE & LOCATION

• This position is scheduled 40 hours per week, 12 months per year.
• The schedule is Monday – Friday, 8:00 a.m. – 5:00 p.m.
• The primary location is Palm Desert Campus.
• The schedule and location is subject to change based on District need.

REQUIRED APPLICATION AND REQUIRED UPLOADED DOCUMENTS:
To be considered a candidate for this position, the following materials must be electronically uploaded:

• Online Application: All sections of the College of the Desert District online application must be completed
  including education and experience.

• Resume: Must include length of employment (month/year start and end dates) for each employer.
  Cover Letter: Please address how you meet the minimum requirements for this position and any special
  qualifications you possess.

• College Transcripts: Academic transcripts of all college level coursework showing date degree awarded from an accredited institution. For consideration, degree(s) must be awarded at the time of application. Unofficial transcripts are acceptable at time of application. Successful candidate must provide official transcripts upon hire. Non-U.S. transcripts must include a certified U.S. evaluation (i.e., NACES agency: www.naces.org) at the time of application. Diplomas will not be accepted in lieu of the required transcripts.

IN YOUR APPLICATION:

• List of References: References should include at least two supervisors and two colleagues. Please include name, title, email and current phone numbers. Letters of reference will not be accepted in lieu of the required List of References.

TIMELINES:

• For consideration, please apply by Sunday, April 5, 2026.
• Interviews are tentatively scheduled in-person on Monday, April 27, 2026.
• Tentative schedule is subject to change based on District need.

FAQs: For additional information, click here: Recruitment – Frequently Asked Questions

PLEASE NOTE:

• Employment is contingent on residence in California.
• Applicants must be authorized to work for any employer in the U.S.
• College of the Desert does not offer sponsorship nor take over sponsorship for an employment VISA.