Registrar Specialist (Course Offerings and Classroom Resources)

The Registrar Specialist (Course Offerings and Classroom Resources) is a position within the Office of the Registrar (OTR). The Registrar Specialist coordinates various operations related to course offerings and classroom resources and will also serve as a flexible resource across teams, as needed. This includes, but is not limited to:

Course and Exam Scheduling 

• Course Schedule Management: Coordinates the course schedule production process, from initial departmental submissions to final publication, ensuring adherence to university scheduling policies and deadlines. 
• Departmental Consultation: Serves as a primary scheduling resource and consultant for academic department administrators, providing expert guidance on scheduling best practices, system usage, and conflict resolution. 
• Final Exam Scheduling: Assists in the production of the official final exam schedule each semester. 
   

Course Catalog Management

• Course Catalog Management: Coordinates the course catalog production process, from initial departmental submissions to final publication, ensuring adherence to university course policies.
• Departmental Consultation: Serves as a primary course catalog resource and consultant for academic department administrators, providing expert guidance on course catalog best practices, system usage, and conflict resolution. 
   

Classroom and Resource Management 

• Academic and Event Assignment: Assists with the assignment of all academic courses and related events (e.g., midterms, review sessions) to the university's 100+ general-purpose classrooms in Ad Astra. 
• Event Request Management: Assists with the assignment of ad-hoc event requests from across the university, coordinating for the most effective use of campus space. 
• Classroom Improvements: Assists in the review of and maintenance of classroom inventory and conditions; identifies and recommends improvements to classrooms; collaborates with Facilities (F&CP) and IT (OIT) to maintain and improve classroom conditions
   

Systems, Training, Communication, and Documentation

• Technology Management: Serves as a key administrative user for scheduling systems (Ad Astra, CourseLeaf CLSS), responsible for assisting in the configuring, testing, and implementing system upgrades and new features.
• Data Integrity: Performs regular audits of scheduling and course data within Banner, Ad Astra, and CourseLeaf CLSS to ensure accuracy and consistency across platforms.  
• Training and Documentation: Assists in the development and maintenance of a comprehensive library of training materials, user guides, and FAQs; assists in the training of department schedulers. 
• Customer Service: Deliver frontline support to students, faculty, and staff across all service channels including in-person, phone, email, and ticketing system.
• OTR Communications: Assist in the development and dissemination of Registrar-related communications to students, faculty, and staff.
• Special Projects and Operational Support: Participate in cross-team projects, data integrity audits, business process analysis and improvements, special projects, system testing, documentation, and staff training.

Workplace Requirements

• Ability to work within a fast-paced office environment with changing priorities, critical deadlines, and the need for multitasking.
• Ability to work both autonomously and as a member of a team, with minimal supervision.
• Ability to quickly learn and use new systems, processes, procedures, and complex office functions.
• Office environment; standard working hours, full-time 40 hours per week. Occasional additional hours outside of normal working hours due to regular and seasonal activity.
• On-campus position: This position is exclusively on-site, necessitating all duties to be performed in person. Per Rice policy 440, work arrangements may be subject to change.

*Exempt (salaried) positions under FLSA are not eligible for overtime.

Minimum Requirements

• Bachelor’s Degree
  • In lieu of the education requirement, additional related experience, above and beyond what is required, on an equivalent year-for-year basis, may be substituted.
• One or more (1+) years of related experience.
  • In lieu of the experience requirement, additional related education, above and beyond what is required, on an equivalent year-for-year basis, may be substituted.
• Skills Required:
  • Demonstrated experience in an office or administrative environment, preferably experience in records (and data) management, accounting, or another closely related field.
  • Excellent interpersonal, verbal, and written communication skills; excellent customer service skills.
  • Strong analytical and problem-solving skills, with a high degree of accuracy and an uncompromising attention to detail. 
  • Experience with PC computers, including intermediate-level proficiency with the Microsoft Office suite of software applications; basic to intermediate understanding of database concepts.
  • Knowledge of higher education academic curriculum: the relationship between degrees, majors, and where applicable, major concentrations, minors, and certificates.
  • Experience and understanding of applicable laws, regulations, and policies, including how they are applied within their assigned functional area.
  • A high level of business acumen, professionalism, and maturity, including the ability to maintain confidence with sensitive student records information.
  • Strong organizational skills and the ability to prioritize work assignments.

Preferences

• Education Preferred:
  • Advanced Degree
• Experience Preferred:
  • Three or more (3+) years of related experience.
  • Experience in higher education, particularly experience in a college or university Registrar’s Office.
  • Experience and history in participating in professional organizations (e.g., TACRAO, SACRAO, AACRAO) and contributions to the registrar profession.
• Skills Preferred:
  • Technical skill and experience with specialized software tools commonly used in Registrar’s Offices, such as Ellucian Banner, Degree Works, Leepfrog CourseLeaf products (CAT, CIM, CLSS), etc.
  • Skill and experience interfacing software tools (SQL Developer, Access, etc.) with Oracle tables and views, formulating queries, form design and reporting, etc.

Essential Functions

• Coordinates and maintains the data and corresponding communications within an assigned (Office of the Registrar) functional area, using specialized software and programs.
• Assists in the maintenance of complete current and historical records, both electronic and paper, ensuring the ability to quickly retrieve information and generate reports as needed.
• Coordinates and performs the comprehensive review, maintenance, submission, and changes to records and data within an assigned functional area; ensure timely updates and accuracy across all official documentation (university and office policies, business process documentation, the university’s General Announcements, etc.).
• Ensures meticulous adherence to data entry timelines and suggests new innovative methods for meeting deadlines or facilitating the seamless transfer of data to enhance overall efficiency.
• Assists in the ongoing development, adherence, and maintenance of standards, policies, and procedures; documents business processes, office policies, and procedures; and routinely audits documentation.
• Performs detailed analyses and routine data integrity audits; consistently reviews and analyzes data and ensures consistent data accuracy.
• Ensures the conformity of record release procedures to the applicable policies and legal requirements governing the confidentiality of student records, including the Family Educational Rights and Privacy Act (FERPA) and all other applicable laws and regulations.
• Provides regular guidance, instruction, and direction in response to inquiries and requests for information from the university community.
• Maintains current professional knowledge in the (registrar) profession, including in the area of student records management and student records technology.
• Performs all other duties as required.