Position Title: Course Operations Support Specialist
Employee Classification: University Scheduling Coord
College/Division: NMSU Global Campus
Department: 440100-NMSU GLOBAL
Internal or External Search: External - Open to all applicants
Location: Remote
Offsite Location (if applicable):
Target Hourly/Salary Rate: $16.83
Appointment Full-time Equivalency: 1.0
Exempt or Non-Exempt: Non-Exempt
Summary: New Mexico State University’s Global Campus seeks multiple Course Operations Support Specialists who will support course scheduling, evaluations, and enrollment monitoring for the Academic Effectiveness unit. This entry-level role manages course data in systems like Quick Base and CourseLeaf, tracks faculty assignments, and ensures accuracy in academic records. The ideal candidate is detail-oriented, tech-savvy, and thrives in a collaborative, fast-paced environment.
Classification Summary:
Meet the needs of departments and student population related to course scheduling. Duties include working with College and Department staff and academic faculty regarding the timely addition, correction, and updating of approximately 4,000 classes per semester. This process includes optimizing classroom space usage, training Community College and departmental staff on using AdAstra and Banner software systems, and providing space utilization reports to the academic community and University administration.
Classification Standard Duties:
Scheduling of all NMSU academic courses, in cooperation with every academic college, department and daily interaction with various faculty and staff via phone and email. Coding and maintenance of all academic classrooms that indicate location, available seats, technology available and making determinations of appropriate modality and identifying appropriate physical location, if needed. Final exam preparation and scheduling.
Required Education, Experience, Certification/License, Equivalency
Required Education:Bachelor's degree in a related field.; Required Experience:Two (2) years of experience related to the standard duties as outlined.; Equivalency:Any equivalent combination of education, training and/or experience as approved by Human Resource Services.; Required Certification/License:
Knowledge, Skills and Abilities
KNOWLEDGE:University and Community College policies and procedures; principles and practices of organization and administration; Banner coding and cross-verification between Banner and on-line catalog. Utilize Ad Astra, student surveys and other analytic tools to optimize course scheduling and student needs.; SKILLS:Short- and long-range planning; problem analysis and resolution; report preparation and presentation; public contact and relations; research methods; training; budget preparation and fiscal management.; ABILITIES:Direct, evaluate, train, and supervise the work of assigned personnel; communicate effectively in written and oral form; develop and maintain effective working relationships; maintain accurate and orderly records; use independent judgment and initiative; organize and direct several activities; analyze and evaluate information; operate a computer. Ability to schedule classrooms and develop overall course schedule each semester with a variety of time blocks utilized depending on academic program and college.
Job Duties and Responsibilities
The Course Operations Support Specialist plays a key role in supporting the operational functions of the Academic Effectiveness unit. This entry-level position manages course data, coordinates course evaluation processes, monitors enrollment metrics, and maintains communication records for academic scheduling. This role is ideal for a detail-oriented individual proficient with academic data systems who thrives in a collaborative, fast-paced environment.
Key Responsibilities:
• Course Evaluation Support
• Initiate and track course evaluations each semester with the Academic Effectiveness team.
• Enrollment & Scheduling Monitoring
• Monitor student enrollment trends and course waitlists throughout each academic session.
• Track instructor assignments and identify unresolved “To Be Announced” (TBA) course sections before semester start dates.
• Data & System Management
• Maintained and updated course records using institutional platforms such as Quick Base (QB) and CourseLeaf.
• Track and record contract approval rates for faculty using QB and supplementary spreadsheets.
• Import and validate course data from CourseLeaf to ensure alignment with scheduling records and institutional standards.
• Communication & Coordination
• Regularly update and maintain the contact list of Department Heads and Program Managers.
• Serve as a communication liaison by routing scheduling updates and relevant course operation information to academic leadership.
Preferred Qualifications
Special Requirements of the Position
Department Contact: Dénise Rodriguez-Strawn, harley@nmsu.edu
Contingent Upon Funding: Not Applicable
Bargaining Unit Eligibility: This is a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME).
Standard Work Schedule: Standard (M-F, 8-5)
If Not a Standard Work Schedule:
Working Conditions and Physical Effort
Environment: Work is normally performed in a typical interior/office work environment.
Physical Effort: No or very limited physical effort required.
Lifting Requirements: Requires handling of average-weight objects up to 10 pounds or some standing or walking.
Risk: No or very limited exposure to physical risk.