Scheduling Coordinator presso Presentation High School San Jose

Description

Presentation High School

Job Classification: Staff

Position Title: Scheduling Coordinator

Full-time/Part-time: Part-time, 12-month 

FTE: .5

Classification: Non-exempt (hourly)

Reports to: Vice Principal of Curriculum and Instruction

Pay Range: $28-$37/hour

Supervises: None

About Presentation High School

Presentation High School is an independent Catholic college preparatory school for young women. We offer a competitive salary, comprehensive benefits, and a close-knit professional community. We seek talented and innovative professionals who have a commitment to excellence and a passion for our mission.

Position Summary

The Scheduling Coordinator is responsible for building an effective master schedule for instructors and students, accurately scheduling all students into courses, and coordinating placement tests for all incoming students.  

Duties and Specific Responsibilities

Scheduling Oversight & Master Schedule Development

• Collaborate with Academic Department Chairs to define course offerings, prerequisites, and documentation.
• Provide executive summaries and recommendations to the Educational Leadership Team (EdLT) on course sections and offerings.
• Build the master schedule in consultation with the Vice Principal of Curriculum and Instruction.
• Assign teachers, classrooms, and facilities in alignment with curriculum needs.

Technical Scheduling & PowerSchool Utilization

• Use PowerSchool/PowerScheduler to build the master schedule and generate student schedules.
• Input and maintain accurate teacher, classroom, and student schedule data.
• Process schedule changes in accordance with school policies (prerequisites and/or summer coursework).
• Distribute and communicate student schedules at the start of each term.

Student Scheduling Support

• Oversee and coordinate student scheduling through the Counseling Department.
• Prepare materials, data, and communications to support parent and student engagement in course selection.
• Resolve schedule changes and placement issues in collaboration with counselors.
• Meet with students, parents, and teachers to address scheduling concerns.
• Partner with Counseling, College Counseling, and other departments to align scheduling with student success and post-secondary goals.

New Student Placement & Scheduling (Freshmen and Transfers)

• Plan and facilitate scheduling events for new students (e.g., Parent Scheduling Night) in collaboration with Counseling and the VP of Curriculum and Instruction.
• Communicate scheduling information, course offerings, and academic pathways to incoming families.
• Review graduation progress for transfer students and design schedules that meet requirements.
• Coordinate with Department Chairs to schedule and administer proficiency exams for advanced placement.
• Manage logistics, communication, results, and placement decisions for proficiency testing.
• Other duties as assigned

Requirements

Education & Experience

• Bachelor’s degree
• Experience with student scheduling, academic advising, or school operations preferred
• Proficiency with student information systems (PowerSchool) and standard office software (e.g., Excel, Google Workspace)
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Effective interpersonal and communication skills for working with students, families, faculty, and administrators

Knowledge, Skills, and Abilities

• Total resonance with the mission, vision, and values of Presentation High School and the Catholic education tradition, including a demonstrated commitment to diversity, equity, inclusion, and belonging
• Proficiency with PowerSchool/PowerScheduler or similar student information systems
• Strong data management, analysis, and reporting skills
• Excellent organizational and project management abilities
• Clear and professional communication skills with students, families, faculty, and staff
• Collaborative approach to working across academic and counseling departments
• Problem-solving skills to address scheduling conflicts and unique student needs
• Ability to manage sensitive information with discretion and professionalism
• Commitment to equity and ensuring fair access to courses and academic pathways

Physical Demands

The physical demands described below represent those that must be met by an employee to perform the essential functions of this job successfully. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, Presentation High School provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets the skill, experience, education, or other requirements of the position and who can perform the essential functions of the position with or without reasonable accommodation. 

The Scheduling Coordinator must be able to:

• Lift and/or carry moderate weight (15-20 lbs)
• Sit, stand, walk, climb stairs, perform repetitive hand motions, hear, speak 
• Considerable time is spent at a desk using a computer terminal. 
• Hours will vary depending on the scheduling season
• Work with frequent interruptions

Work Environment

This position is based in a collaborative high school setting, working closely with administrators, faculty, counselors, students, and families. The role is not remote, and is primarily office-based with peak workloads during scheduling seasons and occasional evening or weekend events.

Compensation

Presentation High School provides pay ranges that represent its good faith estimate of what the school reasonably expects to pay for a position.  The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget, internal equity, and external market pay for comparable jobs. 

EEO Statement

Presentation High School is an Equal Opportunity employer committed to excellence through diversity and inclusion and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity or expression, age, status as a protected veteran, status as a qualified individual with a disability, or other protected category in accordance with applicable law. The school will provide reasonable accommodations to individuals with a disability.