Scheduling and Registration Coordinator

Posting Details

Recruitment Number

1051

Working Title

Scheduling and Registration Coordinator

Position Type

Staff/Administrative

Appointment Percentage

100

Division/College

Academic Affairs Division

Description of College / Department / Program / Division / Unit

The Division of Academic Affairs encompasses a wide array of activities and functions that ensure the overall academic quality of the institution. This includes providing administrative oversight and academic leadership for: the College of Business Administration; the College of Arts, Social Sciences & Humanities; the College of Science and Health; the School of Education; Murphy Library; Admissions; Records and Registration; Financial Aid; Career Services; Academic Advising; University Graduate Studies; Extended Learning; the Office of Research and Sponsored Programs; the office of Undergraduate Research and Creativity; the Center for Advancing Teaching and Learning; Institutional Research; and International Education & Engagement. Academic Affairs also provides leadership and support to the nearly four hundred full-time faculty and instructional academic staff, 73 percent of whom hold terminal degrees. Through its various functions, the Division of Academic Affairs supports students in the pursuit of excellence in undergraduate and graduate education as well as scholarly activity.

Position Summary

Position works with the College of Science and Health ( CSH ) and with the College of Business Administration ( CBA ) and is responsible for all aspects of registration, course and room scheduling, curriculum coordination, and catalog coordination for those colleges. Position holds primary responsibility for ensuring the integrity of the room scheduling software. In addition, this position is responsible for coordinating the Records and Registration freshmen registration activities. The person in this position works as a team member with Catalog, Curriculum and Scheduling Coordinator for the College of Arts, Social Science, & Humanities ( CASSH ), the School of Visual and Performing Arts ( VPA ), and the School of Education ( SOE ).

Required Qualifications

• Bachelors degree (accreditation standards of degree granting institution meets acceptable levels of quality and academic standards)
• Excellent computer processing skills
• Excellent organizational skills
• Exceptional attention to detail
• Ability to work independently, to independently set priorities to meet the demands of the position, and to handle frequent interruptions
• Ability to work effectively with people across multiple levels of the organization
• Effective oral and written communication skills, as well as interpersonal skills
• Ability to maintain confidentiality

Preferred Qualifications

• Experience with room scheduling software
• Experience with catalog and curriculum software
• Experience with university student information systems
• Experience with and knowledge of university registration procedures and coordination
• Familiarity with FERPA regulations

Physical Demands

Limited physical demands – Normal office work: significant time operating a computer, talking, using a phone.

Working conditions and environment

Normal office work, 7:45 am to 4:30 pm, Monday through Friday.

Miscellaneous Information

Your benefits add an additional 40%+ to the overall financial package from the university.
Highlights include:
• 22 days of vacation for 12-month positions (that are non-instructional)
• excellent flexible health insurance with low co-pays and good coverage.
• paid holidays and sick days.
• sick leave may be converted at retirement to pay for health insurance post-work at UWL .
• after 5 years of employment, you become vested in our retirement system which ensures income post-career.
• benefits at UWL are highly competitive with local industry and some of the strongest in state and nation.
Learn more at: https://www.wisconsin.edu/ohrwd/benefits/download/fasl20.pdf
Benefit eligibility is determined at point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage.

The University of Wisconsin System and the University of Wisconsin–Madison are engaged in a redesign of job title and compensation structures. The Title and Total Compensation Project will result in relevant and market-informed titles to help us keep and grow our outstanding workforce. If you are the successful candidate, your title is subject to change in November 2021. For more information, visit: https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement

Scheduling Activities

Duties to Support Responsibility

• Coordinate classroom scheduling, course scheduling, production and maintenance
• Revise section/course information as necessary to allow additional information input by ADAs. Add any new sections as requested by departments
• Request rollover of previous class schedule. Develop a schedule for the timetable that will insure adequate time for preparation and editing
• Maintain/update all screen tables used when building schedules and/or for registration
• Maintain and update class notes, attributes, locations, course delivery, course topic ID, class association field
• Determine effective dates for all courses in dynamically dated sessions
• Add new faculty and teaching academic staff to instructor/advisor table and assign
appropriate departments
• Work with academic department staff to ensure secure and adequate entry of course data and other scheduling information
• Serve as the campus expert on all registration-related activities
• Manage computer room scheduling for College of Science and Health ( CSH ) and College of Business Administration ( CBA )
• Schedule rooms for final exams
• Manage scheduling of events related to academic departments

Percentage Of Time

25

Essential

Yes

Responsibility Statement

Curriculum Activities

Duties to Support Responsibility

• Enter approved curriculum changes into the Student Information System and the next electronic catalog
• Monitor progress of curriculum changes in workflow; help approve or rollback proposals as necessary
• Respond to e-mail in curriculum and catalog e-mail boxes
• Serve as a resource to faculty and staff working on curricular changes
• Update course pre-requisites in the Student Information System

Percentage Of Time

25

Essential

Yes

Responsibility Statement

Catalog Activities

Duties to Support Responsibility

• Maintain university catalogs; provision users and manage roles in the online catalog console ( CAT )
• Monitor catalog email
• Ensure accuracy of catalogs; make corrections in online catalogs
• Monitor online catalog console for department and office progress on approving yearly changes to pages in the UGRD and GRAD catalogs
• Update and review online catalogs based on approved curriculum changes before yearly publication with assistance from others in the office
• Notify appropriate people when they can or can’t make changes to the upcoming catalog; rollback pages to editors when necessary

Percentage Of Time

20

Essential

Yes

Responsibility Statement

Maintenance and Enhancement of Room Scheduling Software and Process

Duties to Support Responsibility

•Communicate with and maintain relationship with room scheduling software vendor (Ad Astra)
• Working with software vendor and UWL IT, resolve room scheduling performance issues
• Research and implement new room scheduling software functionality
• Monitor and enhance room scheduling processes
• Manage WINGS Facilities tables (maintenance and new setups)

Percentage Of Time

10

Essential

Yes

Responsibility Statement

Registration Activities

Duties to Support Responsibility

• Assist department chairs and ADAs when scheduling problems and room conflicts occur.
• Resolve conflicts by working with the Deans and appropriate department chairs
• Edit and update list of courses taught by instructors outside the department each term
• Coordinate special student registrations, which includes students who are studying abroad, students identified as ASI (Academic Summer Institute), ECCP (Early College Credit Program-High School) students, and students enrolling in grant funded programs
• Train all personnel for registration activities and provide first-line supervision for them
• Verify graduate faculty status and Writing Emphasis instructor certification; identify sections missing instructors; notify appropriate department about issues
• Oversee waitlist function

Percentage Of Time

10

Essential

Yes

Responsibility Statement

Student Advising, Registration and Transition (START program) Coordination

Duties to Support Responsibility

• Coordinate all aspects of START, the new student registration program, related to registration of new students
• Train and supervise temporary employees who assist with building new student class schedules
• Work closely with the Admissions Office on issues and planning related to START
registration
• Manage seat reservation for START program

Percentage Of Time

5

Essential

Yes

Responsibility Statement

Additional Duties and Responsibilities

Duties to Support Responsibility

• Assist with data clean-up in the Student Information System
• Provide back-up for front desk and other support staff functions of the office
• Conduct workshops for department chairs and academic department associates
• Other duties as assigned

Percentage Of Time

5

Essential

Yes

Posting Detail Information

Special Instructions

Posting Date

06/07/2021

Close Date

Continuous Recruitment

Yes

Continuous Recruitment First Review Date

06/23/2021

Position Contact Name

Jan Von Ruden, University Registrar

Position Contact Email

hrinfo@uwlax.edu
Required Documents
Required Documents

1. Resume/Curriculum Vitae
2. Cover Letter/Letter of Application
3. Reference Contact Information

Optional DocumentsSupplemental Questions

Required fields are indicated with an asterisk (*).

1. The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identities of finalists must be revealed upon request. See Wis. Stat. §. 19.36(7).
   • I wish for my name to remain confidential until the university is no longer able to do so.
   • I waive my right to keep my name confidential through the application process.
2. Are you currently under investigation or have ever left employment during an active investigation in which you were accused of sexual violence or sexual harassment? (Required under UW System Administrative Policy 1275)
   • Yes
   • No
3. Were you ever found to have engaged in any sexual violence or sexual harassment in a previous work assignment? (Required under UW System Administrative Policy 1275)
   • Yes
   • No
4. Are you an alum of the University of Wisconsin-La Crosse?
   • Yes
   • No
5. How did you hear about this employment opportunity?
   • Chronicle of Higher Education Web Site
   • Discipline-Specific Publication/Web Site
   • HERC Web Site
   • HigherEdJobs.com Web Site
   • Job Center of Wisconsin Web Site
   • Minority Publication/Web Site
   • University of Wisconsin - La Crosse Social Media (i.e. Facebook, LinkedIn, Twitter)
   • University of Wisconsin - La Crosse Web Site
   • La Crosse Tribune
   • Personal Referral
6. After you retire from a Wisconsin Retirement System (WRS) employer, you may return to work with a WRS employer as a rehired annuitant, provided certain requirements are met. There are no restrictions on what type of position a rehired annuitant can hold. Under the WRS, there is no limit to how much you may earn as a rehired annuitant. (Learn more: https://www.wisconsin.edu/ohrwd/benefits/life-events/empcha/ra/). Are you currently collecting an annuity from the Wisconsin Retirement System, (WRS)?
   • Yes
   • No
7. Are you currently employed by or have you been employed by a UW System institution or a State of Wisconsin agency during the last seven (7) years? Please answer yes or no. If yes, provide the institution or agency name, your supervisor and contact information, including phone number and email address.
   • Yes
   • No
8. Please provide your most recent employer, supervisor name and contact information, including phone number and email address. (Pursuant to UW System Administrative Policy 1275, UW System requires reference checks related to sexual harassment and sexual violence to be conducted at a minimum with a final candidate’s most recent employer and with all previous UW System institution and State of Wisconsin agency employers from the past seven years. UW-L will notify you prior to contacting your supervisor).
   
   (Open Ended Question)
   
   
9. Will you now or in the future require visa sponsorship for employment at the University of Wisconsin-La Crosse? (UW-L and UW System institutions pay for some or all of the sponsorship costs. Some candidates may require an H1B or another form of employment sponsorship to work in the US. This question is asked so that if you are the successful candidate, Human Resources can work with your work unit to begin the process of obtaining this visa).
   • Yes, I will require sponsorship prior to employment.
   • Yes, I will require sponsorship for continued employment if hired.
   • No, I do not require sponsorship and am eligible to work in the US.