Scheduling & Academic Records Specialist

Oregon, United States
Salary Not specified
Apr 08, 2021
Employment Level
Employment Type
Full Time
JOB SUMMARY Oversees all facets of undergraduate course scheduling, working closely with the Dean’s office and faculty members to ensure semester course sections are scheduled according to policy and need. Works with students and faculty to register students for independent study, practicum and internship course sections. Manages Summer Sessions at Lewis & Clark, including  scheduling,  registration  and  assistance  with contract preparation and website maintenance. Performs manual grade changes and expiration of unresolved incomplete grades. Coordinates overseas section creation and registration. Manages imaging processes and oversees student workers in the absence of the Office Manager.


LCCSSA POSITIONS - This position is represented by the Lewis & Clark College Support Staff Association (LCCSSA) Local 4912 of the American Federation of Teachers (AFT).


The Bargaining Agreement may be accessed online at




Operational Support (70%)

  • Works with Associate Dean and faculty on matters related to scheduling and time periods

  • Oversees semester section building and data entry

  • Heavy data entry involving extensive use of the student information system and room scheduling software

  • Verifies eligibility for independent/directed study, internships/practica –understanding of policy, procedure necessary to evaluate student eligibility, course parameters, and database section set up for billing, credit, and grading options is required

  • Makes appropriate determination for class cancellation due to low enrollment

  • Maintains Summer Session website

  • Manages and tracks waitlists for upcoming semester registration

  • Manages and tracks seats reserved for incoming and first year students

  • Executes manual grade changes requested by faculty and approved by the Dean’s Office following strict and detailed security procedures

  • Expiration/resolution of incomplete grades

  • Extensive knowledge required in order to troubleshoot Curriculum Management Software technical issues, act as an administrator within software, and communicate catalog/curriculum management software related information to faculty and staff


Facilitate Communication (25%)

  • Requires heavy email, phone and in-person contact with students

  • Attends ad-hoc meetings

  • Assistance with contract preparation for summer sessions

  • Coordinates registration assistance for our students currently on overseas programs

  • Coordinates registration assistance for our students returning from leaves

  • Works closely with the Overseas and Off-Campus Programs Office to build course sections and register students attending off campus programs

  • Works closely with Registrar and Curriculum Committee to input new courses into student information system, edit existing courses, and deactivate courses



Event/Meeting Coordination (5%)

  • Collaborates with Campus Events to resolve space issues

  • Schedules rooms – involves heavy contact with faculty and department chairs



  • A combination of Education & Experience: High School Diploma or equivalent (GED) & 7 years of related job experience; OR Associate’s degree (2 years of college coursework) & 5 years of related job experience; OR Bachelor’s degree & 3 years of related job experience

  • 3 years of experience using an SIS such as Colleague, Banner or Peoplesoft.

  • Experience in a Registrar's office environment or other College office related to student records or student service

  • Superior Communication Skills: Experience communicating college policy to students and faculty

  • Extensive knowledge of Course and Section set up parameters in complex Student Information System in order to create, copy, edit, manipulate and adjust annual departmental course schedules, independent study, practica, overseas courses, and one-time requests.

  • Extensive knowledge of scheduling software and interaction between scheduling software and SIS.

  • Thorough understanding of reporting tools for launching reports. Ability to interpret these reports and use them to make informed scheduling decisions.

  • Extensive knowledge of curriculum and instructors’ pedagogical needs to inform classroom choice and provide options when requests exceed space availability.

  • Understanding of policy related to course time periods. Review of Curriculum Committee minutes to stay abreast of curriculum changes and policy adjustments/exceptions. Must often convey policy information to academic departments and Associate Dean.

  • Knowledge of individual faculty preferences and needs for classroom space.

  • Ability to extrapolate section cap needs based on incoming freshmen space needs.

  • Knowledge of Excel sufficient to create and maintain formulas for section cap adjustment records.

  • Comprehensive understanding of complex policy pertaining to independent study and practica, and avenues for exception (Petition).

  • Ability to communicate complex policy information to students and faculty, and provide options/alternatives.

  • Extensive knowledge of Course and Section set up parameters in complex Student Information System in order to create independent study and practica sections and adjust billing parameters when appropriate.

  • Extensive knowledge of overseas curriculum and ability to independently monitor curricular changes which impact overseas course offerings. Use of catalog/curriculum management software and review of Curriculum Committee minutes is necessary.

  • Understanding of restrictions forms and procedures in SIS. Ability to interpret data and understand how some restrictions will impact registration.

  • Knowledge of academic standing policy and understanding how will impact registration for students hoping to attend overseas programs.

  • Ability to communicate effectively with Overseas office, program leaders, and students regarding course sections, registrations and holds

  • Understanding of registration policy and procedure for overseas and summer session courses.

  • Knowledge of and ability to use full functionality of registration processes in SIS.

  • Understanding of grading policy and security procedure for making grading changes. Thorough knowledge of grading screens in SIS.

  • Thorough understanding of catalog/curriculum management software. Ability to search, review and apply course limitations and parameters to scheduling set up.

  • Must translate information from catalog/curriculum management  software  to  Colleague,  requires extensive knowledge of building course prerequisites and course restrictions, how these parameters impact student registration, scheduling, and degree audit



  • Bachelor’s degree & 3 years of direct job experience

  • 3 years of experience in a Registrar's office in a scheduling position or other extensive scheduling experience using scheduling software

  • 3 years of experience using Colleague

  • Knowledge of Event Management System, or EMS

  • Knowledge of Informer

  • Knowledge of Courseleaf

  • Mastery of MS Office Suite



  • LCCSSA Grade 16/F - $26.41

  • Benefits Eligible: Yes



  • Bending, Kneeling, Squatting, Standing, Climbing Stairs, Walking, Grasping, Pushing/Pulling, Repetitive Hand Movements, Seeing, Talking, Hearing.

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