Rooms Reservation Coordinator

Position Overview

The Office of the University Registrar reports to the Vice Provost for Enrollment Management which includes the following functional units: Office of Undergraduate Admissions, Office of Graduate Admissions, Financial Aid and Scholarships, Student Information Systems and the Office of the University Registrar.

The Office of the University Registrar (OUR) is responsible for catalog and course scheduling, room reservations, student enrollment, tuition and fee assessment, production and maintenance of the academic record including the official academic transcript, enrollment certification, graduation, and diploma production.

Classroom space at any institution is a valuable commodity. The creative, innovative, strategic scheduling of space can assist students in timely progress towards degree and thus is of high importance to institutional goals. The Rooms Coordinator position utilizes the policies, procedures and processes at the University to assist the academic units in optimally scheduling space to support student progress towards graduation. This position coordinates the room scheduling process, provides back-up and leave coverage for the course coordinator and other duties as assigned. This position has some latitude in decision making and generally operates with indirect supervision representing the office to the campus community. Accuracy is highly important as incorrect scheduling of classrooms can have a catastrophic effect on the success of students and academic units.

In addition to a competitive salary, KU offers great benefits to employees with up to 176 hours of paid vacation per year, 8 hours of sick leave earned every month, nine paid holidays plus one discretionary day, a retirement program, medical & dental insurance, life and disability insurance, other benefit plan options and State of Kansas discounts offered by various vendors. KU also offers employees educational and professional development opportunities. KU is a great place to work! The University actively encourages applications from members of underrepresented groups.

Job Description

70% Room Scheduling Coordination
  • Provides proactive quality customer service when guiding students, faculty, and staff through the class scheduling and/or room reservations process for centrally scheduled classroom space.
  • Evaluates, runs reports, and critically reviews centrally scheduled classroom space to ensure efficient use of university resources.
  • Finds creative solutions to meet faculty needs, minimize conflicts and maximize space while meeting applicable policies and guidelines related to course scheduling, examination scheduling and room reservations.
    • Uses 25Live Room Scheduling software and PeopleSoft Campus Solutions to identify rooms for new and existing classes, special evening exams, final exams and reservation requests.
    • Utilizes professionalism, excellent communication and negotiation skills to resolve conflicts between departments for space needed for classes and examinations
    • Negotiates as needed the splitting of large classes/examinations into smaller sections to fill available space.
    • Serves as a resource for the Lawrence/Edwards campus on applicable reservation related policies and procedures.
  • Applies generally accepted principles and procedures to determine if the appropriate steps for approval of a request have been met.
    • Receives written permission from appropriate parties as outlined in office procedures prior to confirming requests that are not in accordance with the pertinent policy, procedure or published schedule.
    • Once a determination is made that the request can be approved, enters the data as needed into 25 Live Room Scheduling and/or PeopleSoft Campus Solutions following established protocols.
  • Supports class scheduling and room assignments.
    • After prior-term copy removes classes from centrally scheduled classrooms to ensure first-pass scheduling.
    • Works with Assistant University Registrar to complete advance placement of auditoria.
    • Uses 25Live Room Scheduling software to optimize classes and finals into rooms each semester.
    • Satisfactorily resolves unassigned classes to space prior to the production of the Schedule of Classes, ensuring there are no homeless classes or room conflicts.
    • Receives requests for staff needing special accommodations for centrally scheduled classrooms and refers to appropriate offices; obtaining departmental agreement before finalizing changes and confirming space if needed.
    • Runs and monitors daily and weekly reports.
  • Receives, reviews, and processes reservation requests for academic and extracurricular activities. Collaborates with units across the university to ensure appropriate space utilization.
    • Works with Jayhawk Hospitality to schedule events in centrally scheduled classrooms, seeking out interpretations of guidelines or decisions when necessary.
    • Confirms requests within two business days of receipt.
    • Emails confirmation of request once processed.
    • Uses ImageNow to store/file documents, following process outlined in documentation.
  • Schedules special evening and final examinations through 25Live Room Scheduling software
    • Assures that the Special Examination meeting patterns are entered in PeopleSoft Campus Solutions and the Final Examination chart is available for Schedule of Classes release online.
    • Reviews final locations and resolves room conflicts.
    • Confirms all evening examinations for the next semester or term by the appropriate deadline, including confirmation of all finals at least three weeks prior to the beginning of finals week.
10% Schedule of Classes Training
  • Assists the Course Scheduling Coordinator to train departmental scheduling officers in class scheduling workflow processes, data entry into PeopleSoft Campus Solutions, room reservations procedures and requests, overview of SAKU view access panels, and general information about the Office of the University Registrar.
10% Area Support
  • Assists and provides back-up and leave coverage for the Course Scheduling Coordinator position as needed.
  • Assists Assistant University Registrar with set-up and maintenance of 25Live Room Scheduling software.
  • Trains area staff (permanent, temporary and students) in area functions to enable cross-training and delegation of workload.
  • Creates, maintains and provides documentation and training on room reservation processes to enable back-up of area.
  • Updates and corrects the user manual on an as needed basis.
10% Other Duties as Assigned
  • Attends area and other meetings as needed.
  • Participates in professional development as and/or approved by supervisor.
  • Completes special projects and other duties as assigned.

Required Qualifications

  1. High School diploma or completion of G.E.D. equivalency.
  2. Four (4) years’ office experience or two years of post-secondary education.
  3. One (1) year experience in a university office or academic department.
  4. Effective writing skills as evidenced by application materials.

Preferred Qualifications

  1. Knowledge of Universities rules, regulations, policies and procedures.
  2. One (1) year of experience in a University Registrar's Office.
  3. One (1) year experience with data entry in PeopleSoft Campus Solutions/Enroll and Pay.
  4. Experience using 25Live Room Scheduling software.
  5. Minimum of one (1) year experience in the any/all of the following:
    1. Exercise independent judgment in evaluating situations and making decisions.
    2. Application and explanation of rules, regulations, policies and procedures.
    3. Establishment and maintenance of effective working relationships.

Additional Candidate Instructions

In addition to the online application, the following documents are required to be considered for this position:
  1. A cover letter addressing how required and preferred qualifications are met.
  2. Resume or curriculum vitae.
  3. Contact information for three professional references.
Incomplete applications will not be considered.

Application review begins Monday, June 5, 2023 and will continue until a qualified pool of candidates has been identified.

Contact Information to Applicants

Kim O'Bryon

Advertised Salary Range


Application Review Begins

Monday June 5, 2023

Anticipated Start Date

Monday July 10, 2023

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Posting Information

  • Posting ID:  25277BR
  • Department:  University Registrar
  • Primary Campus:  University of Kansas Lawrence Campus
  • Assignment:  Hybrid
  • Reg/Temp:  Regular
  • Employee Class:  U-Unclassified Professional Staff
  • Review Begins:  05-Jun-2023

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