Loyola Marymount University
Scheduling Analyst
Loyola Marymount University, Los Angeles, California, United States, 90045
Scheduling Analyst
The Scheduling Analyst for the School of Film & Television (SFTV) reports to the Director of Operations and serves as a key member of the administrative and operations team. This role is responsible for the development and coordination of academic course schedules and the integration of non-curricular programming needs such as events, workshops, guest speakers, and screenings. The Scheduling Analyst gathers and analyzes data on space usage, maintains an in-depth understanding of facility capabilities and amenities, and collaborates closely with department Chairs and the administration to ensure strategic and efficient use of SFTV classrooms, labs, editing rooms, sound stages, theaters and other specialized rooms. This position plays a vital role in supporting the academic mission, strategic plan, and operational efficiency of the school. Position Specific Responsibilities/Accountabilities
Academic Course Scheduling Manage development of the academic course schedules while coordinating the integration of non-curricular programming such as special events, workshops, and film screenings. Analyze space usage and maintain detailed knowledge of facility features (e.g., AV capabilities, seating capacity, technical equipment) to ensure optimal room assignments and maximize utilization of SFTV spaces. Spearhead course scheduling efforts including meetings, announcements, timelines, and distribution of resources resulting in clarity and understanding across multiple SFTV stakeholders including Chairs, Associate Dean of Faculty, and Assistant Dean of Students. Collaborate with department Chairs, Associate Dean of Faculty and Assistant Dean of Students to review course offerings including electives, technology and AV needs by course. Review enrollment restrictions and associated impacts. Evaluate trends and scheduling patterns to inform optimal course placement in terms of day, time block, and cohort alignment. Maintain advanced knowledge of SFTV curricular progression and pre-requisites for all undergraduate and graduate programs. Ensure they are coded accurately. Ensure cross-listing of courses within SFTV programs are properly generated and aligned with enrollment strategy. Advanced understanding of cross-listing courses with other colleges, associated factors and how it relates to SFTV's enrollment strategy. Coordinate faculty instructional assignments in collaboration with Chairs and academic leadership; ensure accurate entry of faculty workload, instructional hours in alignment with contracts and university policies. In collaboration with Chairs, identify faculty scheduling preferences via surveys. As needed, re-confirm availability with part-time faculty. Evaluate scheduling preferences and implement when feasible, while prioritizing the student experience, best practices, and Registrar's recommendations. Forecast and manage key scheduling logistics, tasks and milestones while incorporating Bulletin and Registration timelines and highlights. Submit scheduling drafts to department Chairs for review and implement necessary revisions through to final publication prior to registration. Audit schedules for compliance with institutional policies and ensure accuracy of data for reporting and publishing. Process changes such as section cancellations, instructor reassignments, and course relocations and communicate changes accordingly. Bulletin and Registration Maintain awareness of registration process, timelines, and planning efforts managed by the Assistant Dean of Students and SFTV Academic Advising team. Support Academic Advising team by providing relevant information and insight related to course schedule, sections and capacities. Provide guidance to Chairs regarding Bulletin submission timelines and action items. Facilitate to ensure Bulletin changes are processed in accordance with university criteria and timelines. As needed, submit pre-approved updates on Chairs' behalf to ensure accurate submission and compliance with university policies and Registrar directives. Thoroughly review capacities, pre-requisites, and lab fees by course to ensure they are coded accurately. Collaborate with the Associate and/or Assistant Deans to review updates and obtain approval prior to final submission. Ensure pre-requisites are coded accurately and associated labs fees are accurately listed. As needed submit pre-approved updates on chair's and/or Associate/Assistant Dean's behalf to meet Registrar and university deadlines. Consult with the Director of Operations on general budget matters and funding allocation processes including lab fees, as applicable. Non-curricular Scheduling Manage reservation approvals and requests via Mazeo, Outlook calendar or reservation system. Reservable spaces include classrooms, labs, editing rooms, sound stages, theaters, conference rooms, and other SFTV stewarded spaces. Collaborate with SFTV Event Producer to review and manage theater reservations on both campuses. Manage theater calendars and ensure only approved events, courses, programming, and pre-approved placeholders are reflected in alignment with SFTV criteria and approval process. Collaborate with the Head of Production and designated production staff to evaluate space utilization of theaters, stages, labs, editing suites and specialized spaces. Review challenges, identify gaps and/or opportunities for improvement for both curricular and non-curricular programming. Generate proposals to optimize space utilization based on data, recurring themes, and challenges. Identify various solutions and subsequent implications. Generate reports related to space utilization, projections, scheduling efficiency, and other key performance indicators as requested by supervisor and/or Dean. Collaborate with direct supervisor prior to implementation of new workflows and space utilization initiatives that exceed standard course scheduling revisions. Provide training and guidance to faculty and staff on scheduling systems and best practices. Serve as a resource for process improvement and system optimization. Support broader operational planning efforts by contributing to long-term space allocation and scheduling strategy in alignment with program growth and evolving academic needs. Performs other related duties as assigned. Loyola Marymount University Expectations Exhibit behavior that supports the mission, vision, and values of the university. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service. Requisite Qualifications Typically a bachelor's degree in education administration, business, film/arts management, or related field or equivalent experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes. Four years of experience in academic scheduling, space coordination and operations support in higher education, preferably in a creative or technical discipline. Demonstrated commitment to diversity, equity, and inclusion in academic or administrative settings. Advanced Proficiency with scheduling systems such as CourseLeaf and/or Banner. Intermediate proficiency in MS Word, Outlook, Excel, Power Point, Teams and Zoom. Knowledge of University academic structure, course scheduling practices, and institutional policies. Knowledge of space management principles, scheduling optimization, in addition to event and facilities coordination procedures in an academic environment. Ability to research, analyze and present data effectively. Perform accurate data-driven calculations. Solve complex scheduling problems with diplomacy and efficiency. Demonstrated ability to handle confidential information with integrity and sound judgment. Prioritize tasks and coordinate multiple workflows to meet firm deadlines. Work both independently and collaboratively in a dynamic environment. The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of this position.
The Scheduling Analyst for the School of Film & Television (SFTV) reports to the Director of Operations and serves as a key member of the administrative and operations team. This role is responsible for the development and coordination of academic course schedules and the integration of non-curricular programming needs such as events, workshops, guest speakers, and screenings. The Scheduling Analyst gathers and analyzes data on space usage, maintains an in-depth understanding of facility capabilities and amenities, and collaborates closely with department Chairs and the administration to ensure strategic and efficient use of SFTV classrooms, labs, editing rooms, sound stages, theaters and other specialized rooms. This position plays a vital role in supporting the academic mission, strategic plan, and operational efficiency of the school. Position Specific Responsibilities/Accountabilities
Academic Course Scheduling Manage development of the academic course schedules while coordinating the integration of non-curricular programming such as special events, workshops, and film screenings. Analyze space usage and maintain detailed knowledge of facility features (e.g., AV capabilities, seating capacity, technical equipment) to ensure optimal room assignments and maximize utilization of SFTV spaces. Spearhead course scheduling efforts including meetings, announcements, timelines, and distribution of resources resulting in clarity and understanding across multiple SFTV stakeholders including Chairs, Associate Dean of Faculty, and Assistant Dean of Students. Collaborate with department Chairs, Associate Dean of Faculty and Assistant Dean of Students to review course offerings including electives, technology and AV needs by course. Review enrollment restrictions and associated impacts. Evaluate trends and scheduling patterns to inform optimal course placement in terms of day, time block, and cohort alignment. Maintain advanced knowledge of SFTV curricular progression and pre-requisites for all undergraduate and graduate programs. Ensure they are coded accurately. Ensure cross-listing of courses within SFTV programs are properly generated and aligned with enrollment strategy. Advanced understanding of cross-listing courses with other colleges, associated factors and how it relates to SFTV's enrollment strategy. Coordinate faculty instructional assignments in collaboration with Chairs and academic leadership; ensure accurate entry of faculty workload, instructional hours in alignment with contracts and university policies. In collaboration with Chairs, identify faculty scheduling preferences via surveys. As needed, re-confirm availability with part-time faculty. Evaluate scheduling preferences and implement when feasible, while prioritizing the student experience, best practices, and Registrar's recommendations. Forecast and manage key scheduling logistics, tasks and milestones while incorporating Bulletin and Registration timelines and highlights. Submit scheduling drafts to department Chairs for review and implement necessary revisions through to final publication prior to registration. Audit schedules for compliance with institutional policies and ensure accuracy of data for reporting and publishing. Process changes such as section cancellations, instructor reassignments, and course relocations and communicate changes accordingly. Bulletin and Registration Maintain awareness of registration process, timelines, and planning efforts managed by the Assistant Dean of Students and SFTV Academic Advising team. Support Academic Advising team by providing relevant information and insight related to course schedule, sections and capacities. Provide guidance to Chairs regarding Bulletin submission timelines and action items. Facilitate to ensure Bulletin changes are processed in accordance with university criteria and timelines. As needed, submit pre-approved updates on Chairs' behalf to ensure accurate submission and compliance with university policies and Registrar directives. Thoroughly review capacities, pre-requisites, and lab fees by course to ensure they are coded accurately. Collaborate with the Associate and/or Assistant Deans to review updates and obtain approval prior to final submission. Ensure pre-requisites are coded accurately and associated labs fees are accurately listed. As needed submit pre-approved updates on chair's and/or Associate/Assistant Dean's behalf to meet Registrar and university deadlines. Consult with the Director of Operations on general budget matters and funding allocation processes including lab fees, as applicable. Non-curricular Scheduling Manage reservation approvals and requests via Mazeo, Outlook calendar or reservation system. Reservable spaces include classrooms, labs, editing rooms, sound stages, theaters, conference rooms, and other SFTV stewarded spaces. Collaborate with SFTV Event Producer to review and manage theater reservations on both campuses. Manage theater calendars and ensure only approved events, courses, programming, and pre-approved placeholders are reflected in alignment with SFTV criteria and approval process. Collaborate with the Head of Production and designated production staff to evaluate space utilization of theaters, stages, labs, editing suites and specialized spaces. Review challenges, identify gaps and/or opportunities for improvement for both curricular and non-curricular programming. Generate proposals to optimize space utilization based on data, recurring themes, and challenges. Identify various solutions and subsequent implications. Generate reports related to space utilization, projections, scheduling efficiency, and other key performance indicators as requested by supervisor and/or Dean. Collaborate with direct supervisor prior to implementation of new workflows and space utilization initiatives that exceed standard course scheduling revisions. Provide training and guidance to faculty and staff on scheduling systems and best practices. Serve as a resource for process improvement and system optimization. Support broader operational planning efforts by contributing to long-term space allocation and scheduling strategy in alignment with program growth and evolving academic needs. Performs other related duties as assigned. Loyola Marymount University Expectations Exhibit behavior that supports the mission, vision, and values of the university. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service. Requisite Qualifications Typically a bachelor's degree in education administration, business, film/arts management, or related field or equivalent experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes. Four years of experience in academic scheduling, space coordination and operations support in higher education, preferably in a creative or technical discipline. Demonstrated commitment to diversity, equity, and inclusion in academic or administrative settings. Advanced Proficiency with scheduling systems such as CourseLeaf and/or Banner. Intermediate proficiency in MS Word, Outlook, Excel, Power Point, Teams and Zoom. Knowledge of University academic structure, course scheduling practices, and institutional policies. Knowledge of space management principles, scheduling optimization, in addition to event and facilities coordination procedures in an academic environment. Ability to research, analyze and present data effectively. Perform accurate data-driven calculations. Solve complex scheduling problems with diplomacy and efficiency. Demonstrated ability to handle confidential information with integrity and sound judgment. Prioritize tasks and coordinate multiple workflows to meet firm deadlines. Work both independently and collaboratively in a dynamic environment. The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of this position.