Associate Registrar, Catalog, Calendar and Scheduling

Location
Maryland, United States
Salary
Salary Not Specified
Posted
Jul 14, 2021
Employment Type
Full Time

General summary/purpose:

Reporting to the Associate Vice Provost/University Registrar, theAssociate Registrarwill oversee the university calendar, catalog, and overall scheduling. They will coordinate the editing of university course catalog and calendar and resolve tracking and formatting issues with the appropriate departments and assist with distribution of the final version. Serve as a subject matter expert who will partner with divisional registrar office and academic leadership across the university. This person will be responsible for accuracy and quality control and will be expected to support the mission and the goals of the university by ensuring that records are managed in an efficient, accurate, and compliant manner. They will provide functional leadership to propose and advance processes, systems and reports that support a sophisticated data-driven environment with accurate and robust information to support university wide decisions. They will be a knowledgeable source of information regarding the policies, procedures, rules, and regulations that affect their functional area and serve as a primary point person for the divisions and the SEAM.


Specific duties & responsibilities:


Management and Oversight

  • Provide leadership and oversight of catalog/academic calendar and scheduling information. Ensure the integrity of academic records.
  • Provide leadership to streamline the classroom scheduling across all divisions by partnering with various stakeholders including technology and facilities team.
  • Serve as subject matter expert/point person for catalog and academic calendar related questions.
    Lead to create communications regarding key dates, deadlines, and other information.
  • Act as a knowledgeable source of information regarding the policies, procedures, rules, and regulations that affect their functional area.
  • Oversee document management to ensure that it is performed in accordance with industry and institution best practices for records retention and destruction.
  • In consultation with other colleagues and IT professionals, provide leadership in executing scheduling functions in the Hopkins Student Information System, and in using established best practices while promoting an innovative and strategic mindset.
  • Supervise a group of administrators and student workers in completing calendaring, catalog, and scheduling tasks.


Calendar, Catalog and Schedule

  • Coordinate the editing of university course catalog and calendar and resolve tracking and formatting issues with the appropriate departments and assist with distribution of the final version.
  • Partner with divisions to ensure timely publishing of university catalog.
  • Lead the effort of centralizing various internal divisional calendars to support SEAM registration effort.
  • Provide leadership to streamline the classroom scheduling across all divisions by partnering with various stakeholders including technology and facilities team.
  • Maintain the integrity of university wide Academic Calendar and maintain the accuracy of the information on the Office of the University Registrar website.

Data and Reporting

  • Develop, prepare, analyze, and distribute reports using applicable software systems/databases.
  • Conduct analyses and create written/visual reports that are easily understood and digested by leadership and other relevant stakeholders.

Systems Management

  • Participate in the maintenance, development, and testing phases of the Student Information System (SIS) and/or other software, and test enhancements for successful implementation of solution. Recommend system enhancements/improvements as needed.

Policy and Process Oversight and Business Process Improvement

  • Provide functional leadership to propose and advance processes, systems and reports that support a sophisticated data-driven environment with accurate and robust information to make school and university enrollment and financial decisions.
  • Ensure that office and system processes and procedures are accurate (including in such tools as OnBase, SharePoint, etc.) and efficient. Provide ideas and recommendations to leadership as needed.
  • Act as a knowledgeable source of information regarding policies, procedures, rules, and regulations.
  • Generate, evaluate, and compile data for function-specific reports that will be used to facilitate data driven decisions.
  • Monitor & observe processes and practices that actively safeguard student data (per the University’s FERPA policy).

Other

  • Assist with other projects, e.g., registration, divisional events as needed, and other general office functions as assigned.

This position offers the option to work remotely on occasion, but candidate must have the ability to participate in meetings, receive and make phone calls, conduct on campus workshops, provide in person and virtual support to as needed to registration teams, and attend in person training and conferences as needed.


Minimum qualifications (mandatory):

  • Bachelor’s degree or equivalent.
  • Four years of registrar’s office experience. or other student services experience with the registrar’s office related tasks within a higher education setting.
  • Experience working with cross-functional teams and process improvement.

Preferred qualifications:

  • Master’s degree or equivalent
  • 6 years of registrar’s office experience in a leadership capacity within a higher education setting.

Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

Special knowledge, skills, and abilities:

  • Ability to maintain a positive attitude during stressful situations. Flexible, able to work well under pressure. Must be able to meet deadlines and multi-task.
  • Well-developed interpersonal skills and ability to communicate effectively both orally and in writing Functional experience with Student Information Systems and Microsoft Office Suite of programs (Word, Excel, Access, SharePoint, etc.)is strongly preferred.
  • Functional experience with OnBase or other document imaging software is strongly preferred.
  • Knowledge of FERPA (Family Educational Rights and Privacy Act), and all laws, rules and regulations related to JHU policies is desired.
  • Prior experience with JHU’s Student Information System (SIS) would be beneficial but not required.
  • Strong planning and organizational skills, and ability to manage competing priorities and work independently. Demonstrated initiative, judgment, confidentiality, and discretion when dealing with sensitive issues. Accuracy and attention to detail in all aspects of the position.
  • Ability to work collaboratively and effectively with all offices on and off campus, and with external contacts.
  • Ability to analyze and resolve issues, including student data issues.
  • Ability to collaborate and problem-solve regarding business process improvements and innovative solutions, and to oversee implementation of new solutions or systems.

Classified Title:Associate Director Student Records
Working Title: Associate Registrar, Catalog, Calendar and Scheduling
Role/Level/Range: ACRP/04/ME
Starting Salary Range:Commensurate With Experience
Employee group: Full Time
Schedule: M-F; 8:30-5:00pm
Exempt Status: Exempt
Location: 01-MD:Homewood Campus
Department name: 10001446-Office of the Registrar
Personnel area: University Student Services

The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Homewood Campus


The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

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