Academic Scheduling Coordinator

Academic Scheduling Coordinator The Academic Scheduling Coordinator supports the operational, scheduling, and logistical functions of the Conservatory, Music Academy, Community School of Performing Arts, and the Trudl Zipper Dance Institute, ensuring the smooth delivery of academic, performance, and community-facing programs. The position serves as the central resource for space management, scheduling coordination, room reservations, recording activities, recital scheduling, and academic operations support across all academic units. The Coordinator maintains comprehensive knowledge of institutional policies, procedures, programs, facilities, and scheduling practices while supporting the efficient utilization of classrooms, rehearsal halls, studios, practice rooms, recording spaces, performance venues, and other campus facilities. Essential Duties and Responsibilities Serve as the primary resource for faculty, students, families, and academic unit administrative staff regarding space management, scheduling coordination, and room reservation activities. Maintain deep knowledge of school policies, procedures, and scheduling practices, as well as the annual and standard activities of each unit. Function as a power user of the school's room reservation systems and scheduling software, including ASIMUT. Assist academic units with scheduling, space planning, and operational coordination. Ensure that scheduling policies, procedures, and best practices are followed by all members of the community, and that venue and facility resources are utilized efficiently and in support of institutional priorities. Communicate venue availability, scheduling protocols, and usage guidelines to faculty, staff, students, and families. Coordinate logistics with Production, Piano Services, Recording Services, Facilities, and other support departments. Attend weekly cross-departmental production meetings to present information regarding significant academic unit events, scheduling impacts, and operational needs. Utilize facility utilization reports, space usage patterns and scheduling trends to make recommendations to academic unit heads and artistic planning for operational and facility planning. Academic Operations Support Support curriculum scheduling and course timetable development. With the appropriate staff in each unit, manage classroom assignments and room reservations for classes, rehearsals, lessons, studio classes, and departmental activities. Lead ASIMUT training sessions for Conservatory and Music Academy students at the beginning of each academic year. Present scheduling policies, procedures, and system updates during annual student business meetings and orientation programs. Faculty and Student Space Reservations Manage faculty and student requests for space usage, including rehearsals, lessons, studio classes, recordings, meetings, and recitals, per relevant institutional and academic unit policies. Gather pertinent information from requestors to determine appropriate space assignment, event classification, setup requirements, and resource needs. Review requests for policy compliance and scheduling conflicts. Receive, process, and document cancellations and schedule changes. Communicate reservation status updates and scheduling changes as necessary. For students, ensure requests do not conflict with scheduled lessons, rehearsals, classes, performances, or other required activities. With the appropriate unit head, coordinate special scheduling accommodations and exceptions as appropriate. Key Competencies Strong organizational and time-management skills. Ability to manage multiple priorities and deadlines. Excellent communication and interpersonal skills. Attention to detail and accuracy in scheduling and data management. Strong problem-solving skills, particularly in resolving scheduling conflicts. Ability to work collaboratively across departments and constituencies. Commitment to supporting academic, artistic, and community-focused programming. Education Experience: Bachelors degree required and a minimum of three years of experience in campus management, performing arts management or in the event planning industry. Computer Proficiency: high degree of fluency and comfort in software systems, word processing, spreadsheet and industry related scheduling. Schedule: This position is a fully in-person, on-campus role. Must be available to work a varied schedule at times to include night and weekend work. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions. Position requires seated work, standing work, moving equipment, computer work, and customer service contact via phone and in person. Must be able to lift and or move up to 20 pounds, reach with arms, crawl, hear, and speak. Emotional: Ability to develop and maintain effective working relationships involving interactions and communications personally, by phone and in writing with a variety of individuals and/or groups of individuals from diverse backgrounds on a regular, on-going basis; ability to concentrate on detailed tasks for extended periods of time and/or intermittently while attending to other responsibilities; ability to work effectively under pressure on multiple tasks concurrently while meeting established deadlines and changing priorities. Work Environment: Work is performed in an indoor office setting with extended periods at a computer. The work environment may include back stage of concert halls, dance studios, and rehearsal halls. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions. Compensation and Benefits: The pay range is $25 - $28 per hour depending on skills, experience, and ability level. The Colburn School offers excellent benefits including medical, dental and vision insurance plans; Long Term Disability, Short Term Disability and Life Insurance plans; paid sick leave and vacation; a 403(b)-retirement plan with a generous employer matching contribution. About the Colburn School The Colburn School is a world-renowned performing arts institution located in the heart of downtown Los Angeles. Its mission is to provide the highest quality performing arts education at all levels of development in music and dance, and to foster a vibrant community through a wide range of performances, events, and educational activities. The Colburn School trains students from beginners to those about to embark on professional careers. Each year, more than 2,000 students from around the world come to Colburn to benefit from the renowned faculty, exceptional facilities, and focus on excellence that unites the community. The academic units of the school provide a complete spectrum of music and dance education: Conservatory of Music - The diploma- and degree-granting Conservatory of Music is distinguished by a unique all-scholarship model, renowned faculty, and outstanding performance opportunities. It prepares the very highest level of collegiate musicians for professional careers. The Music Academy is a highly selective training program for gifted young pre-collegiate musicians, designed to prepare students for conservatory study and performing careers at the highest levels of achievement. This residential program balances performance, musical instruction, and academics. The Community School of Performing Arts welcomes students of all ages, from seven months old to adults. It offers over 120 classes each year in orchestral instruments, piano, guitar, voice, jazz, music theory, drama, and ensembles including orchestra, choir, and chamber music. The Trudl Zipper Dance Institute develops performers of all levels, from the pre-professional ballet program in the Dance Academy to beginners starting in Youth Dance. Students of all levels receive training in ballet, tap, and modern genres as part of a comprehensive dance education. Center for Innovation and Community Impact was created to empower the musical and dance leaders of tomorrow by nurturing students' passion and ability to serve their communities, preparing them for sustainable careers, and embracing the development of new ideas. The Colburn School partners with 15 Los Angeles Unified School District schools, 13 of which receive Title I funding, to provide interactive and engaging concerts and instructional sessions to 5,000 students every year. The Colburn School is currently constructing a transformational addition to our downtown Los Angeles campus, designed by renowned architect Frank Gehry with acoustics by acclaimed Nagata Acoustics. This monumental project reflects a deep commitment to both the community and our students and will feature world-class performance venues and innovative learning spaces that foster collaboration and interdisciplinary partnerships throughout the region. A once-in-a-lifetime expansion for Colburn, the new facility will include a remarkable and accessible 1,077-seat concert hall, complete with a 70-musician orchestral pit and a modular sprung dance floor. It will also house the Trudl Zipper Dance Institute, Colburn's renowned dance education program. The new dance center will feature a 100-seat dance studio theater, four spacious ballet and tap studios, administrative offices, and vibrant street-level and rooftop gardens with outdoor performance spaces. This will complement Colburn's existing campus and performance venues which include the 430-seat Colburn