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Job Summary:
The Assistant Registrar provides strategic leadership and operational oversight for the development, production, and publication of the University catalog. This position also oversees the management of the institution’s course inventory within the student information system and delivers guidance and training to the campus community on the effective use of CourseLeaf for catalog, curriculum, and class scheduling management, The role also holds responsibility for classroom assignments in Ad Astra and developing the final exam schedule for the University. This position supervises three coordinators who manage catalog and course inventory operations, class and event scheduling, ensuring accuracy, quality, and efficiency across all processes. In addition, the Assistant Registrar contributes to broader Office of the Registrar initiatives, including business process analysis and improvement, staff training and communication, data review and integrity audits, and execution of special projects.
Essential Duties and Responsibilities:
- Manage classroom assignments in Ad Astra and conduct comprehensive analysis of classroom utilization data to identify trends, peak usage times, and optimization.
- Independently implementing changes to assignments based on analysis.
- Develop and communicate the official final exam schedule each semester, manage all related logistics and exception requests.
- Serve as a primary scheduling resource and consultant for academic department administrators, providing expert guidance on scheduling best practices, system usage, and conflict resolution.
- Act as a primary functional lead for academic scheduling systems and course inventory and catalog systems (Ad Astra, CIM, CAT, CLSS); responsible for configuring, testing, and implementing system upgrades and new features.
- Oversee the production process of the Course Schedule, from initial departmental submissions to final publication, ensuring adherence to the University’s course scheduling policies and deadlines.
- Oversee curriculum changes in the course inventory management system and within the student information system.
- Serve as the CourseLeaf administrator, managing system work-flows, user roles, and permissions to support efficient production.
- Create and maintain a comprehensive suite of training resources, including user guides, procedural documentation, and FAQs to support catalog management and course scheduling processes.
- Design and deliver ongoing training workshops for departmental schedulers, ensuring consistent applications of policies, systems, and best practices.
- Collaborate with campus partners to ensure the accuracy of catalog content and assess catalog production processes to identify and implement improvements.
- Serve on committees and task forces and perform other duties as assigned.
Minimum Qualifications:
- Bachelor’s degree.
- Five (5) years of experience of progressively responsible experience in Records and Registration or in areas closely relevant to the Registrar’s Office.
- Three (3) years of supervisory experience.
- Experience with utilizing Ad Astra and CourseLeaf products to support academic scheduling, curriculum management, and catalog operations.
- An equivalent mix of education and relevant experience in similar role.
Preferred Qualifications:
- Experience with PeopleSoft.
- Experience leading projects to completion.
Knowledge, Skills and Abilities:
- Excellent customer service, organizational improvement and interpersonal skills, exceptional critical thinking skills and the ability to identify process improvements.
- Proficiency in windows applications.
- Demonstrated ability to communicate effectively both orally and in writing.
- Demonstrated ability to work collaboratively in a team environment and independently.
- Willingness to learn emerging technologies and to develop new skills.
- Extensive knowledge of Federal, State, and Institutional policies and guidelines.
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