Job Title: Assistant Registrar
FLSA Status: Non-Exempt
Department: SAS
Title of Manager/Supervisor: Registrar
Number of Employees Reporting to this Position: 0
Position Summary: The Assistant Registrar supports student achievement by analyzing, managing, and administering the use of new and existing solutions to support the functional infrastructure of student enrollment, academic record keeping, and course scheduling. The individual in this position will be expected to maintain expertise in PeopleSoft and related systems, and work directly with Academic Affairs leadership on the configuration, setup, and management of the software for Curriculum and Scheduling, including Academic Advising reporting and degree planner. The incumbent will participate in annual strategic planning activities and coordinate the production of the course catalog and master schedule of classes for both Clarkson campuses. The individual in this position coordinates setup, management of updates, running and coordinating processes, conducting bundle testing for quality assurance on related systems and processes, and will coordinate the collection and entry of scheduling
information. The successful candidate will possess a functional understanding of data systems with demonstrated experience in curriculum management working effectively and independently with complex administrative software, and will employ an analytical and creative approach to problem-solving.
General Purpose: Support the functional infrastructure of the Registrar’s Office by creating the academic class schedule, supporting functions of faculty’s recording of student degree progress in the degree planner, maintaining the academic advising report, and course catalog; and to assist with the operations of the Registrar’s office to assure accurate recording of all student grades.
Remote Workdays: This is a fully-remote position with no on-campus presence required.
Position Responsibilities:
Under the supervision of the Registrar, the Assistant Registrar will work with academic departments in the planning and development of the master course schedule for both Clarkson campuses.
Maintains expert-level knowledge of the setup, ongoing analysis, and overall status of Curriculum Management modules and all related software.
Generates and analyzes large datasets to assist the University with scheduling decisions.
Coordinates the planning, development, delivery, and maintenance of each semester’s class schedule, including assigning classrooms to achieve optimum room-usage efficiency, and a conflict-free class schedule in direct support of the Office of the Registrar.
Maintains the Academic Advising Report in support of accurately tracking student degree progress in degree planner, and related databases.
Responsible for timely cyclical student records’ functions such as term activation, enrollment appointments, permission numbers, first-year student security management, and filemaker administration.
Responsible for testing curriculum management functionality and related software
Learns and follows compliance with university scheduling policies; evaluates and provides input on business processes.
Provides input to Student Achievement leadership in the development, or reengineering of business processes, scheduling logistics, or operational needs related to academic scheduling.
Provides excellent service and issue resolution for academic departments on a range of complex logistic, operational, and administrative issues related to course scheduling.
Works closely with colleagues to facilitate the scheduling of distance-enabled courses to support enhanced course delivery.
Coordinates all aspects of summer course scheduling including assisting with summer faculty appointments and payroll authorizations.
Maintains the official course catalog for the University.
Works with academic departments to prepare the class schedules for all First Year students, ensuring accurate and timely adjustments due to advanced credit, extracurricular activities, and special program participation.
Proactively analyzes data and provides recommendations to academic departments to
facilitate the adjustment of the master class schedule due to the needs of the incoming
student population.
General Responsibilities include:
Acts as a subject matter expert on PeopleSoft CS Curriculum and Scheduling and Degree Planner solutions with both internal stakeholders and interested members of the
broader college community.
Assists Academic Affairs leadership in overseeing the integrity of all Curriculum and Scheduling systems and critical interfaces in and out of the PeopleSoft database.
Performs business analysis, including business process automation and business process reengineering. Refines and clarifies business requirements. Develops business specifications for required customizations.
Provides input on the end-user training strategies and delivers such training to team members on the effective, efficient practices for Course Catalog and Class Schedule input. Develops and delivers standard work and training documents related to PeopleSoft Curriculum Management modules.
Uses reporting tools to produce ad-hoc reports for the campus community.
Participates in the development and implementation of departmental policies and procedures through active collaboration with the Registrar, other Student Achievement Services staff and the campus community.
Other
Health & Safety: All staff has a statutory responsibility to take reasonable care of themselves, others, and the environment and to prevent harm by their acts or omissions. All staff is therefore required to adhere to the University’s Health, Safety, and Environmental Policies & Procedures.
DISCLAIMER: The above statements are designed to indicate the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all duties, responsibilities, skills, and qualifications required of personnel so classified.
Essential Skills:
Advanced technical knowledge and the ability to learn new computer systems quickly.
Ability to assess the impact of change on the overall system and propose solutions.
Intermediate to advanced knowledge of Microsoft Excel with the ability to use formulaic logic in data manipulation.
Demonstrated ability to meet deadlines while managing detailed, fluctuating data and multiple appeals for attention in a fast-paced environment.
Capacity to use independent judgment and to perform successfully without close supervision.
Skill in establishing and organizing priorities, and handling multiple projects simultaneously while maintaining a high level of detail accuracy.
Excellent communication skills with the ability to convey complex information clearly and diplomatically. The ability to bridge functional and technical resources by communicating effectively with individuals of varying systems expertise and business needs.
Education:
Minimal Qualifications: Bachelor’s degree, or an Associate’s degree with an equivalent amount of work experience
Preferred Qualifications: Bachelor’s degree in business, computer science, data analytics, social sciences, or a closely related field.
Experience:
Minimal Experience: Two years of experience working with Curriculum Management software in a position that requires strong attention to detail, independent problem solving, and decision making skills. Must possess the ability to analyze and interpret data, and to provide innovative, efficient, and student-oriented services to a variety of constituencies.
Preferred Experience: The ideal candidate will have prior experience working in a Registrar’s office, with PeopleSoft Campus Solutions and Infosilem Scheduling Solutions, and will have a strong technical background.
Physical Demands:
Ability to complete essential classroom functions. Clarkson is committed to complying with the guidelines set forth under the Americans with Disabilities Act. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
An equal opportunity/affirmative action employer, Clarkson University actively seeks and encourages applications from minorities, women and people with disabilities. All offers of employment are subject to the applicant successfully passing a background check (including, but not limited to, employment verification, educational and other credential verification, and criminal records).