Academic Scheduling Specialist, Senior

Job Description

Position Title

Academic Scheduling Specialist, Senior

Special Instructions to Applicants

Note: New employees will be placed at the first step which is $5,703.00 per month, second step $5,992.00 per month or third step at $6,295.00 per month (depending upon experience). Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on annual basis, until the maximum step of $6,948.00 per month is reached on the salary schedule.

Yearly Salary: $68,436.00, step 1 – $83,376.00, step 5

Our Vision for Social Justice

We are seeking people who recognize the critical role community colleges play in social justice, who have ability in this space, enthusiasm for this work, ideas and vision to improve our approaches, and a commitment to achieving equitable academic success for the 50,000+ students attending our five beautiful colleges and centers. Our social justice work calls for employees who have a sense of social responsibility, interest in our community and world in which we live.

The intention of social justice work is to strengthen humanity by understanding that every person deserves the benefits of fully participating in our society and institutions.

Academic researchers have illustrated that crucial social justice principles are a compilation of equality, equity, diversity, inclusion, engagement, environmental sustainability and human rights. These complex principles are challenging to operationalize in higher education; yet, we are steadfast in our diligence to forge ahead to advance this vital mission.

Community colleges are uniquely positioned to lead higher education in the work of social justice. Many of our students come from historically underserved and underrepresented backgrounds; students of color, students with recent immigrant histories, students from cycles of low income if not poverty, students from indigenous communities, and students from first-generation families.

The idea of promoting social mobility through education is unconditionally and uncompromisingly embraced by community colleges. This is an exciting role, and it comes with a heavy responsibility. Simply put, we need to create environments where our students achieve greater academic success, so much so that we close our persistent equity/opportunity gaps.

If you are committed to social and racial justice and if you are interested in joining a community dedicated to solving these inequities through education, please apply.

Recruitment Type:

Open (Internal and External applicants)


Los Medanos College

Posting Number


# of Openings





$68,436, step 1 - $83,376, step 5 per year (see special instructions for monthly salary)

Position Status


Overtime Status

Non-Exempt (eligible)



If temporary, employment duration:


# of Hours Scheduled Per Week


Work Schedule By Day and Work Hours

Monday – Friday 8:00 a.m – 5:00 p.m

Shift Differential %


# of Months


Non-work Periods:


EEO Job Category


Employee Group



L1193-Academic Administration Office

Position Definition

Under general direction, oversees and coordinates development of a college’s master schedule of classes and/or catalog course listings.

Distinguishing Characteristics

This is a team leader position that coordinates academic scheduling for a college: identifies, troubleshoots, and resolves problems and issues related to the development and coordination of the schedule to ensure compliance with State, District, and College procedures, Utilizes various computer applications and software packages. Provides high level schedule reports.

Examples of Duties/Essential Functions

Duties may include, but are not limited to, the following:

  • Produces a variety of high-level schedule related reports; updates, maintains, and communicates data and information to vice presidents, deans, and faculty, including the daily enrollment report. Work collaboratively with Office of Planning and Institutional Research on reports related institutional effectiveness and strategic scheduling.
  • Plans and oversees the development of class schedules based on requests and recommended changes from Division Deans, Department Chairs and Curriculum and Instruction Committee approved changes on courses. Analyzes which schedule is more productive based on day and time blocks, number of cohorts. Calculates meeting days and times based on term period (full term, short term) and on student contact hours.
  • Determines accounting funding method based on terms, length, and teaching methods. Calculates faculty clock or pay hours and loads and distribution percentage of pay and loads of faculty for team taught sections. Assigns faculty and determine the correct position identification applicable based on the course activity codes (Taxonomy of Programs or TOP codes). Works closely with District HR and District and Campus payroll Unit in resolving faculty pay and distribution.
  • Cross list sections based on multiples or families of courses. Assigns applicable restrictions for dual enrollment and other programs sections. Links courses thru prerequisites to be able to apply program laws and regulations for students benefits and assign special billing codes for apprenticeship courses/sections. Assigns grade schemes and subschemas based on letter grades, student choice or pass, no pass grades for both credit and noncredit courses.
  • Calculate registration dates for short term sections, open entry, open exit and positive attendance sections. Resolve, coordinate student registration conflicts with District IT, other campuses, Curriculum and Instruction Committee, Admissions and Records. Encode all the gathered information in the Enterprise Resource Planning (ERP) system.
  • Submit schedule drafts to Divisions and Departments for refinement and approval until finalization and uploading of the schedule online. Audit the correctness and accuracy of the schedule prior to activation. Submit schedule reports to Business Office for budget purposes, to College Bookstore, to Middle College High School and Admissions and Records and other Program units.
  • Collects and reviews data; projects number of sections for day and evening courses; prepares list of full-time faculties available; projects number of part-time instructors needed; assigns usable classroom space. Assign buildings and rooms to sections based on class size and teaching modes and course type.
  • Processes requests for cancellations; confirms that students have been notified of cancellation and advised of alternative available sections. Coordinates transfer of students from cancelled sections to newly created sections. Revise schedules and faculty assignment, pay and load distribution after activation of sections based on Division, Department requests.
  • Coordinates dual enrollment programs (Middle College High School and Gateway) room requests for all their classes being held in the campus. Reserves seats for anticipated enrollment from these programs as approved by faculty teaching the courses. Restore seats after their students were batched enrolled.
  • Trains and reviews new and current Managers, Deans, Department Chairs, Faculty, classified staff and student workers on scheduling processes and general academic and business procedures.
  • Serves as backup for Academic Scheduling Specialists in the event of absence or vacancy and provides training to new hires.
  • Performs related duties as assigned.

Minimum Qualification-Education/Experience

EXPERIENCE AND TRAINING: • Four (4) years of experience performing increasingly responsible administrative or clerical duties in a similar work environment, including at least two (2) years performing technical administrative support duties.

EDUCATION/LICENSE OR CERTIFICATE: • Possession of an Associate degree in business office technology from an accredited college, or the equivalent.

Minimum Qualification-Knowledge Of

  • Principals of providing functional direction and training
  • Applicable federal and state laws, rules and regulations, ordinances, and District policies and procedures relevant to assigned area of responsibility including Title V (Education), California Code of regulations
  • Modern office methods, procedures, practices and equipment.
  • District and college policies and procedures related to faculty workload.
  • Instructional and Non-Instructional contract rules and regulations.
  • Payroll rules, policies, and records relating to faculty time reporting for academic staff.
  • Standard business English, grammar and spelling.
  • Software used for producing college class schedules and catalog.
  • Modern software applications (Microsoft Office Suite, etc.) and database software.

Minimum Qualification-Skill To


Minimum Qualification-Ability To

  • Design, develop, recommend, and implement academic schedules that will fully support student success and campus organization productivity through higher enrollment of Full Time Equivalent Students (FTES) and lower Full Time Equivalent Faculty (FTEF)
  • Perform responsible and complex clerical work using independent judgment.
  • Analyze situations, recommend solutions, and make immediate decisions in procedural matters when necessary.
  • Perform accurate mathematical computations.
  • Effectively multi-task and organize time to meet schedules and timelines.
  • Prepare, format, and maintain accurate and complete electronic records and reports.
  • Maintain discretion and confidentiality.
  • Utilize specialized software applications and current systems used in the assigned unit.
  • Understand and carry out both oral and written instructions in an independent manner.
  • Communicate effectively, both orally and in writing.
  • Establish and maintain cooperative work relationships with those contacted in the performance of required duties.
  • Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socioeconomic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.

Desirable Qualifications

  • Ability to multi-task and solve complex scheduling tasks. Prioritize time and meet strict deadlines.
  • Familiarity with Colleague, Excel, Access, SQL, Tableau and other scheduling tools and software related building academic schedules and accounting for hours, units and pay associated with the schedule.
  • Excellent written and verbal communication that ensures an accurate and timely schedule and provides an accurate foundation for student scheduling and faculty pay.

Job Open Date:


Job Close Date:


Open Until Filled


Foreign Degree and Credit Statement:

In accordance with the Human Resources Procedure 3050.05, all foreign degrees and credits used to meet the minimum qualifications must be evaluated by an approved National Association of Credential Evaluation Services (NACES) agency prior to the implementation of the equivalency process. You must upload your evaluation with your application when you apply for this position to be considered. We cannot accept foreign degree evaluations after the closing date. The candidate bears all responsibility and costs associated with obtaining the evaluation.

About Us

About the District

The mission of the Contra Costa Community College District is to transform lives by providing outstanding learning opportunities that nurture and empower all students to achieve their educational goals. The dedicated faculty, classified professionals and administrators in the District are committed to core values and action that promote excellence in learning and equitable student success. The District is committed to hiring and developing a diverse staff that understands that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive role models for all students; and creates an inclusive and supportive educational work environment for its students, employees, and the community it serves.

Located in Contra Costa County, in the beautiful and diverse San Francisco East Bay area, the District serves the 1 million residents of the County through education, business partnerships and service in the community. The District first opened its doors in 1949 and is the second oldest and eighth largest multi-college community college district in California. The District consists of three colleges and two centers; Contra Costa College in San Pablo; Diablo Valley College in Pleasant Hill; Los Medanos College in Pittsburg; and the centers in Brentwood and San Ramon. The District Office located in downtown Martinez, supports the mission and functions of the colleges.

As evidenced by the rich diversity in Contra Costa County, the District enrolls a highly diverse student population. Serving over 52,088 students a year, in 2017-18 fiscal year the demographic make-up of the students was 10% Black/African American; 17% Asian/Pacific Islander; 33% Hispanic/Latino; 29% White/Caucasian; and 11% Other.

The District actively encourages a diverse pool of applicants to serve the dynamic student population and work collaboratively with existing colleagues that are equally dynamic and diverse.

Contra Costa College

Contra Costa College is a dynamic, comprehensive community college with a diverse student population. The institution has served the communities of West Contra Costa County for more than 69 years. Most of the 10,500-plus students who attend the college come from local communities, but many also come from neighboring communities and from countries throughout the world. The college offers certificates and degree programs in 70 areas. It prepares students for immediate employment and for transfer to four-year colleges and universities. Faculty and staff are proud to be affiliated with an institution that has a tradition of excellence and a reputation for educating students to live and work in a diverse global environment.

Diablo Valley College

DVC is committed to increasing student success. The college has distinguished itself as one of the nation’s most successful community colleges by offering incomparable transfer opportunities and exceptional career-technical programs. In both Pleasant Hill and San Ramon, a diverse student body engages with high-quality instruction and support services designed for excellence and equity in student learning. DVC’s career-technical programs keep pace with emerging technologies and skill requirements, while unparalleled transfer programs prepare students to be successful in four-year colleges and universities. DVC continuously ranks among the top transfer pathways to UC Berkeley.

Los Medanos College

Los Medanos College, opened in 1974, is the newest campus of the Contra Costa Community College District. The college prepares students to excel and succeed economically, socially and intellectually in an innovative, engaging and supportive learning environment. LMC provides quality programs and state-of-the-art facilities to serve the needs of a rapidly-growing and changing East County while enhancing the quality of life of the diverse communities it serves. Los Medanos College is known for its transferable general education program and career technical programs strongly connected with local business and industry. The college serves approximately 10,000 students.

Employee Benefits:

Insurance: The District offers health, vision, dental and life insurance for monthly classified employees and managers/supervisors and their eligible dependents. Monthly classified employees and managers/supervisors covered by another health medical plan may waive District coverage and receive a monthly cash stipend.

Retirement: Most employees are members of the PERS (Public Employees Retirement System). Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System). Police Service employers are members of Safety Public Employees Retirement System.

Deferred Compensation: The District offers two optional deferred compensation plans. Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.

Leave Allowance: The District offers monthly eligible classified employees and managers/supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually (which can vary based on length of winter break).

Additional Benefits: The District also offers monthly eligible classified employees and managers/supervisors educational reimbursements, employee assistance programs, a travel assistance plan, longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.

Newly hired employees may notify the respective union (Local 1 or United Faculty) if they opt to join and/or authorize payment to the union. If the newly hired employee authorizes payment to the union then the following fees apply: Local 1 has a one-time initiation fee of $45.00 and monthly contribution of 1% of gross pay +$1. United Faculty has an agency fee of .55% of gross pay plus $2.50. (All confidential, supervisory and management positions are exempt from union membership)

For further information regarding benefits eligibility and details please refer to the following documents available on the 4CD website:

Classified Employees Local 1 Contract (Article 20-Benefits):

Managers/Supervisors/Confidential Personnel Manual (Section 8-Insurance Benefits):


All job offers of employment are conditional upon the applicant’s satisfactory results of the Post Offer Pre-Placement Evaluation Program. This involves a physical strength test to demonstrate a minimum level of strength to perform the essential duties of the job. There is no charge for this service. Please do not make an appointment for testing until you have received notification from the Human Resources Department after a job offer is extended. The positions we currently evaluate are: Building Maintenance Worker, Custodian I and II, Lead Custodian, Cook, Food Services Assistant, Food Services Supervisor, Food Services Supply Clerk, Food Services Coordinator, Grounds Worker/ Gardener I and II, Senior/ Lead Grounds Worker/Gardener, Lead Maintenance Mechanic, Senior Equipment Maintenance Worker. If you are not hired in a listed classification, you may disregard this notification.

ADA Accommodations:

In conformance with the Americans with Disabilities Act, requests for reasonable accommodations may be made to For administrative purposes, requests must be made at the time of application.

COVID-19 Information



Diversity Statement

It is the District’s policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identity, race, color, ancestry, religion, marital status, sex, national origin, gender, gender identity, gender expression, age, sexual orientation, physical or mental disability, medical condition, genetic information, veteran status, parental status, citizenship or because an individual is perceived to have one or more of these characteristics or based on association with a person or group with one or more of these actual or perceived characteristics.

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