Overview and Responsibilities:
Under the direction of the Registrar, the Scheduler will actively collaborate with the academic programs and leadership to build the master course schedule. This position will also work directly with the College on internal room reservations, along with workforce solutions, continuing education, adult education, and high school contract course set up.
Responsibilities:
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Coordinate and work collaboratively with academic programs to build the course master schedule utilizing scheduling software and the College’s ERP.
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Assist the academic programs in identifying courses to be offered each semester.
- Ensure scheduling is conducted in regard to College policies, procedures and Dean preference.
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Organize and conduct data entry of course information into the College's student information system & contract/continuing education system.
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Collaborate with key offices affected by scheduling, such as Facilities for room assignments and room logistics or Records & Registration for student registration and client reporting needs.
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Conduct reporting, data, and communication activities related to scheduling.
- Work directly with the Curriculum Office to stay current with the changes being made to each program and master course data.
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Serve as a resource for providing solutions to scheduling and process issues or concerns.
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Conduct audits of the schedule and notify departments of inconsistencies.
- Work collaboratively with the K12 team and conduct data entry of all high school contracted courses.
- Work collaboratively with the Adult Education team to set up all needed courses.
- Work collaboratively with the Workforce Solutions and continuing education teams to conduct data entry of contracted courses.
- Work with internal and external customers on room scheduling needs for meetings and events.
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Maintain and update the system specific rules and procedures required for the operation of the class scheduling process.
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Maintain course room schedules outside all classrooms in the Business Education Center.
- Identify and implement process improvement initiatives in the scheduling area.
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Provide administrative support to our Records & Registration team as needed.
Required Knowledge, Skills and Abilities:
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Ability to use judgment, decisiveness, and think creativity in dealing with situations involving frequent change.
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Strong organizational skills and the ability to manage multiple tasks and timelines while having a commitment to excellent customer service.
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Handle confidential and sensitive information in a professional manner.
- Ability to learn and adhere to College policies and procedures.
- Ability to keep accurate records and prepare detailed reports.
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Ability to analyze processes and procedures.
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Ability to work independently and as a team member.
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Ability to model integrity through self-awareness, personal accountability, ethical behavior, quality standards, and sustainable practices.
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Ability to think critically by applying problem solving practices, acquiring relevant information, using technology and other resources appropriately, and evaluating alternatives.
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Ability to communicate effectively by speaking and writing clearly, concisely, and professionally; practicing active listening; reading critically and adapting communication for audience.
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Ability to recognize personal biases, adapt to different cultural situations, and demonstrate a commitment to respectful interactions with persons of various ethnic, cultural, socio-economic, or educational backgrounds.
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Intermediate knowledge of and skills with technology including software programs for communication, data collection, and decision making including, but not limited to, Office 365 tools and a Student Information System.
Qualifications:
- Associate degree in Administrative Professional, Communications, or related field.
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Minimum of two years of experience in customer service or professional office setting.
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Experience with a Student Information System; Banner preferred.
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Experience with software application(s) focused with academic scheduling preferred.
In evaluating candidates for this position, the College may consider a combination of education, training, and experience which provides the necessary knowledge, skills and abilities to perform duties of position.
CVTC reserves the right to limit applicant consideration from specific geographic regions when differences in state-level policies, laws, or regulatory frameworks present conflicts with institutional standards and/or fiduciary responsibilities. This practice supports compliance, operational integrity, and alignment with the College’s strategic objectives.
The College is seeking to attract diverse instructors and staff who can inspire our increasingly diverse student population. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design, and deliver solutions. We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we seek applicants who demonstrate they understand the benefits of diversity in a higher education community. Consideration will be given to equity-minded individuals committed to collaborating with faculty, staff, administration, students, and community partners who are also committed to closing equity gaps.
Benefits Summary:
2026 annual benefits include:
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3 – 4 weeks of paid vacation time based on years of service
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11 paid holidays
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Paid winter break - varies each year based on academic calendar and, at a minimum, includes days between Christmas and New Year’s holidays (some exceptions may apply for essential workers)
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Paid summer break - the week of July 4th.
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4 paid personal days
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3 weeks (15 days) paid sick time annually for absences due to illness, injury, or doctor and dentist appointments of the employee, dependent children, spouse, or parents of the employee or spouse; cumulative to 135 days (1,080 hours)
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Paid bereavement time
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Paid volunteer time
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Health insurance for employee, spouse, and dependents with attached Health Savings Account (HSA); CVTC contributes $3,400 annually for a family plan or $1,700 annually for a single plan to your HSA
- Wellness incentive of up to $600 for employees enrolled in CVTC’s health insurance
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Dental insurance for employee, spouse, and dependents
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Vision insurance for employee, spouse, and dependents
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Life and long-term disability insurance premiums paid by CVTC
- Wisconsin Retirement System (WRS), CVTC matches 7.2%, vested at 5 years of credible service
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403(b) tax deferred annuity program
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457(b) deferred compensation plan
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Section 125 flexible spending accounts
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Employee Assistance Program (EAP)
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Professional development
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Certified Gold Level Family Friendly Workplace (FFW)
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Access to expansive collection of college and public library resources for personal and professional use
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Free or low-cost services offered by CVTC program students, such as computer repair, automotive repair, Shear Inspiration Salon and Spa, aesthetician services and 620 West restaurant and culinary pop ups
Benefits begin on the first date of employment (i.e., there is no waiting period).
CVTC does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. The following person has been designated to handle inquiries regarding the college's non-discrimination policies: Tam Burgau, Vice President of Talent & Culture, 620 W. Clairemont Avenue, Eau Claire, WI 54701, 715-833-6334, WI Relay: 711
