Scheduling Coordinator

Impact & Why This Matters

Every student's educational journey is shaped by the opportunities available to them—and those opportunities begin with the right support.

As a Scheduling Coordinator, you'll help students build the academic pathway that leads to graduation and beyond. Every schedule you create, every graduation requirement you verify, every family conversation you have, and every scheduling issue you resolve helps ensure students stay on track to achieve their goals and confidently prepare for the future they envision.

Whether a student dreams of attending college, entering the workforce, joining the military, pursuing a skilled trade, or exploring another path, your work helps ensure they have the right courses, the right plan, and the right support to get there.

This isn't simply about placing students into classes. It's about helping students move forward with confidence while providing families with exceptional guidance, clarity, and service during one of the most important parts of their educational journey.

Purpose

You will help students and families navigate the academic planning process by creating accurate, thoughtful, and compliant course schedules that support graduation and future success. Through proactive communication, exceptional customer service, and meticulous attention to detail, you'll ensure every student has a clear pathway toward achieving their academic and post-secondary goals.

Role Overview

This is a student-centered, service-driven operations role where your greatest impact comes from helping families confidently navigate course scheduling, graduation planning, and academic pathway selection. You'll directly engage with students and families through phone calls, email, text messaging, and other communication channels while creating and maintaining accurate schedules, reviewing transcripts, answering scheduling questions, and resolving complex scheduling challenges.

Success in this role requires balancing exceptional customer service with operational excellence. You'll manage multiple priorities, communicate proactively, master complex scheduling rules and graduation requirements, and ensure every schedule is accurate, compliant, and aligned with each student's long-term goals.

It demands outstanding communication, thoughtful problem-solving, exceptional organization, and personal ownership because every schedule you create helps shape a student's path toward graduation.

Core Responsibilities

• Create and maintain accurate, compliant student schedules that lead to academic success and timely graduation.
• Partner proactively with students and families to provide guidance, answer scheduling questions, and deliver an exceptional customer experience.
• Monitor graduation progress, review transcripts, and ensure students remain on pace toward meeting all graduation requirements.
• Collaborate with internal teams to resolve scheduling challenges while maintaining accuracy, responsiveness, and operational excellence.

Essential Duties

1. Serve students, families, and colleagues with genuine professionalism, integrity, humility, and a white-glove mindset that makes every interaction feel personal and uplifting.
2. Master organizational scheduling rules, graduation requirements, and best practices across all grade levels.
3. Proactively communicate with students and families through phone calls, email, text messages, and other communication channels regarding schedules, graduation progress, and related academic planning.
4. Respond promptly and professionally to inbound scheduling questions while providing accurate guidance and exceptional customer service.
5. Create, review, and maintain accurate student course schedules while ensuring compliance with district and graduation requirements.
6. Review high school transcripts and academic records to ensure students remain on track for graduation and post-secondary readiness.
7. Assist students in developing annual academic plans that align with their graduation requirements, academic goals, and future aspirations.
8. Support school term setup, course section configuration, and other scheduling operations as assigned.
9. Resolve complex or escalated scheduling concerns through thoughtful problem-solving and collaboration.
10. Maintain complete and accurate documentation of scheduling decisions, communications, and student records.
11. Participate enthusiastically in professional development, team meetings, and continuous process improvement initiatives.
12. Embrace other duties as needed to advance our mission.

Work Schedule and Availability

1. Work a fixed schedule: 8:30 a.m.–5:30 p.m. Mountain Time (Denver), year-round, auto-adjusting for daylight saving time.
2. Work full time in this hourly role, requiring at least 40 hours per week with uninterrupted focus during scheduled hours.
3. Remain actively available and immediately responsive throughout the workday via phone, chat, Zoom, email, and internal systems so students, parents, and colleagues can reach you in real time.
4. Avoid all concurrent work during scheduled hours and maintain full professional focus; ensure any outside employment does not interfere with performance and is approved in writing in advance.
5. Maintain a private, professional, distraction-free remote workspace with reliable high-speed internet that supports video and required tools.
6. Maintain reliable and consistent attendance during scheduled working hours, proactively communicating absences or schedule changes to your direct supervisor as early as possible.

This Role Is Your Calling If:

• You genuinely enjoy helping students and families navigate important decisions with confidence and clarity.
• You find satisfaction in creating organized, accurate plans that help students achieve long-term success.
• You're energized by balancing meaningful customer interactions with detail-oriented operational work.
• You naturally take ownership, communicate proactively, and follow through until every issue is fully resolved.
• You embrace clear expectations, performance metrics, and accountability because they motivate you to consistently deliver exceptional results.

This Role May Not Align If:

• You prefer minimal interaction with students or families.
• You dislike spending a significant portion of your day on the phone or responding to customer questions.
• You struggle with organization, attention to detail, or managing multiple priorities simultaneously.
• You become frustrated working within structured scheduling rules, graduation requirements, or established procedures.
• You want to balance this position with another job.
• You resist oversight, productivity expectations, or performance metrics.

Knowledge, Skills, and Abilities

1. Strong interpersonal skills to communicate clearly, empathetically, and professionally.
2. Exceptional customer service skills with a genuine desire to help others solve problems and achieve successful outcomes.
3. Excellent verbal and written communication skills with the ability to explain complex scheduling and graduation information clearly.
4. Strong organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining accuracy.
5. Extreme ownership of responsibilities with outstanding follow-through, responsiveness, and accountability.
6. Strong analytical and problem-solving skills with the ability to resolve scheduling challenges independently while exercising sound judgment.
7. Ability to thrive in a fast-paced, high-volume environment while meeting quality, responsiveness, and productivity expectations.
8. Proficiency with Mac OS, Google Workspace, learning management systems, and task tools (e.g., Asana); quick adaptation to new technologies.
9. Willingness and ability to travel to assigned testing locations for proctoring.

Qualifications

• Bachelor’s degree in Education, Human Services, Business, Communications, or related field (required).
• Minimum of three (3) years of experience in customer service, customer relations, student services, education, or a related customer-facing role (required).
• Experience supporting students or families in an educational environment (required).
• Experience creating or managing student academic schedules, graduation planning, or academic advising (preferred).
• Experience using student information systems, Google Workspace, Mac OS, and collaboration tools such as Asana (preferred).
• Ability to pass required background checks (required).

Benefits

• Medical, dental, and vision employee coverage for as little as $1 each per month;
• Personal paid time off in addition to major holidays;
• Short-term disability insurance, long-term disability insurance, life insurance, and AD&D insurance are all 100% paid by the employer; and
• 401(k) with employer contributing a dollar-for-dollar match of employee contributions up to 6% of employee earnings.