Technician III - Scheduling

Job Title

FLAC/Schedule Office Support

Job Description

General Summary:

The FLAC/Schedule office provides administrative support for internal customers (e.g., deans, chairs, leads, faculty, instructors, staff, and students), specifically those that impact faculty pay, adjunct instructional pay, course scheduling, room assignments and other items related to Academic Affairs. This office and position also provide support for Associate Vice President of Academic Success. (FLAC Faculty Load and Compensation and Class Scheduling)

Duties:

Developing the Course Schedule Faculty

Supports the AVP, Instructional Departments and teammates with developing the schedule of classes for the college. Typically, duties include, but aren't limited to:

• Create new course sections into the current system.
• Complete edits to existing sections as directed by Instructional Departments and Deans
• Verify Carnegie contact hours for each section to ensure required contact hours are met
• Generate reports and audit existing schedule for errors and recommend solutions to Instructional Departments and Deans
• Assign sections to rooms/labs for the semester based on needs of specific courses. Ensure there are no room conflicts
• Reserve rooms in Ad Astra for non-instructional requests.

Process Faculty and Instructor Payments and Assign Faculty and Instructors to Courses

Serves as a contract generator for Faculty and Instructor work assignments. Assign Faculty and Part-time Instructors to courses in FRCC's Student Information System (Banner) and ensure contracts route properly through the payment process. Identify and resolve issues to ensure proper and timely payment to Faculty and Part-time Instructors. Typical tasks include but aren't limited to:

• Review faculty load forms to ensure proper sequencing of workload and send back to instructional departments for corrections as needed.
• Based on faculty load forms submitted by departments determine and build faculty workload contracts.
• Based on information received from instructional departments and Concurrent Enrollment, assign part-time instructors to courses in Banner and build workload contracts. This includes non-instructional assignments.
• Cancel courses, course assignments and workload contracts when enrollment doesn't meet pre-established parameters. Determine Teaching Stipend amounts and process contracts where necessary.
• Create training material for Instructional Deans and Department Chairs on completing faculty load forms and contract requests.
• Cross train team members on contract generation and course scheduling.
• Manage approval queues by running reports to identify outstanding contracts.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Three years of high-level experience working in database management and with Excel. This includes applying appropriate guidelines to ensure accurate sequencing of data input and conducting thorough audits to ensure accuracy. (Part-time experience will be pro-rated)

See Resume" statements or blank employment history on the application in lieu of a complete application will not be accepted. A cover letter that describes your interest in this position, how your experience aligns with the minimum qualifications of this position and completed work experience (employment detail) within your application is required for your application to move forward. No Cover letter or Incomplete applications will not be accepted.

Substitutions: Appropriate education will substitute for the required experience on a year-for-year basis. (YOU MUST SUBMIT A COPY OF YOUR UNOFFICIAL TRANSCRIPTS WITH YOUR APPLICATION BY THE CLOSING DATE IF YOU ARE APPLYING USING THIS SUBSTITUTION).

Required Competencies:

• Excel, Outlook and Database: Create and manipulate spreadsheets to extract data. Maneuver within databases to enter and extract information. Communicating through email in an effective manner. Working within formal database systems.
• Microsoft Office: Working within Word, Excel, Outlook, Office 365, SharePoint.
• Critical thinking: Identify and fix issues/bottlenecks with FLAC and assist approvers as needed. Creating and building Faculty and Instructor contracts based on the Compensation Handbook and input from Instructional Deans. Piece together different sources of information when creating contracts. Identify issues with course schedules and fix issues. Complete schedule audits during the schedule building process.
• Relationship Building: Provide support to departments, staff and faculty.
• Equity, Inclusion & Diversity: Ensure classes are scheduled with EID in mind, procedures consider EID when created or enforced.
• Customer service: Provide prompt and reliable customer service to Instructional Deans, Staff, Faculty, Instructors regarding the FLAC process.
• Communication: Provide accurate and timely communications regarding FLAC and course scheduling, varied communication styles depending on the audience.
• Detail Oriented: Closely review data in databases, reports, and spreadsheets, to ensure proper alignment with policies and procedures when creating/ locking contracts and editing course schedules.
• Data entry: Enter data accurately into databases and spreadsheets.
• Time management/Prioritization: Prioritize timing of generating contracts to ensure Faculty and Instructors get paid in a timely manner. Make edits to course schedule when appropriate.

Necessary Special Requirement & Conditions of Employment: Must submit to and successfully complete a pre-employment background check. Felony convictions or convictions of crimes of moral turpitude or convictions of misdemeanors related to the job duties may disqualify you from consideration for this position. Should your background check reveal any charges and convictions, it is your responsibility to provide Front Range Community College, Office of Human Resources with an official disposition of the charges.

Appeal Rights: If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director. An appeal or review must be submitted on the official appeal form signed by you or your representative. This form must be delivered to the State Personnel Board by email (View email address on click.appcast.io), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed View phone number on click.appcast.io) within ten (10) calendar days from your receipt of notice or acknowledgement of the department's action. For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov; contact the State Personnel Board for assistance at View phone number on click.appcast.io; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.

Supplemental Information

For Current or Former State Classified Employees of the State of Colorado:

Per the requirements of the Step Pay Program implemented on July 1, 2024, any State employee must be paid a rate that is equal to or greater than the appropriate step pay rate within their classification's pay range based on completed years in their current class series as of June 30. All current and former State employees must ensure that your entire work history within the State Classified System, including at Institutions of Higher Education, is indicated in your application so that your time-in-series can be calculated accurately.

This posting may be used to fill one or more similar positions in the future. Important Note To Applicants: Former employees of the Colorado Community College System or one of its 13 colleges, who were disciplinary terminated or resigned in lieu of termination, must disclose this information on your completed application. Comparative Analysis: All state classified employees must be hired and promoted through a comparative analysis process. Part or all of the analysis for this position will include a review of your application material. Applications may be used to assess and rank applicants who meet the minimum requirements, cut to a top group, or establish an eligible list for referral to the position, along with an eSkill assessment subject to change based on size of qualified applicant pool. Be sure your application material specifically addresses your qualifications, experience and accomplishments as they relate to the duties, minimum qualifications, substitutions, and preferred qualifications listed, including answering all supplemental questions thoroughly and with great detail. Attach additional pages if necessary to fully explain your experience and accomplishments. Failure to include adequate information or follow instructions may result in your application not being accepted for this position and may affect your score or inclusion in the final pool of qualified candidates. The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy