Registrar Scheduling & Academic Records Specialist

Lewis and Clark College
Oregon, United States
Salary Not Specified
Apr 08, 2021
Employment Type
Full Time
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Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.


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


Please ensure to submit the following with your application for consideration:

  • Resume

  • Cover Letter


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


  • High School Diploma or equivalent (GED)

  • 3 years experience in higher education

  • Experience using an integrated student information system (SIS) such as Colleague, Banner, Peoplesoft or other SIS, and experience with data information including familiarity with Google Suite, report writing software, and scheduling software.

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

  • Demonstrated ability to understand and communicate complex academic policies

  • Excellent written and verbal communication skills, and demonstrated ability to collaborate with related offices and/or stakeholders

  • Demonstrated analytical and problem-solving skills

  • Demonstrated ability to perform detailed work with a high degree of accuracy

  • Knowledge of Excel sufficient to create and maintain simple formulas

  • Discretion, personal integrity and superior ethics. This position deals extensively with confidential and sensitive information covered under federal FERPA guidelines.

  • Familiarity with academic curriculum


  • Bachelor’s degree & 3 years of direct job experience in a Registrar’s office in a scheduling position or other scheduling experience using scheduling software

  • 3 years of experience using the Ellucian Colleague Student Information System

  • Knowledge of Event Management Systems (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.

Directions for Cover Letter

Please upload your cover letter on the My Experience screen in the resume section.

Lewis & Clark College adheres to a nondiscriminatory policy with respect to educational programs, activities, employment, and admission. We do not discriminate on the basis of actual or perceived race, color, sex, religion, age, marital status, national origin, the presence of any physical or sensory disability, veteran status, sexual orientation, gender identity, gender expression, or any other basis prohibited by applicable federal, state, and local laws. The Associate Vice President of Human Resources has been designated to handle inquiries regarding employment- and disability-related non-discrimination policies. Title IX inquiries may be directed to the Title IX coordinator or deputy Title IX coordinators

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Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.

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