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Registration Clerk and Course Scheduler

Employer
Bemidji State University
Location
Bemidji, Minnesota
Salary
Depends on Qualifications
Posted Date
Jul 25, 2022

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Position Type
Administrative, Academic Affairs, Other Academic Affairs
Employment Level
Administrative
Employment Type
Full Time
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Bemidji State University (BSU) invites qualified applicants to join our team as a Registration Clerk and Course Scheduler within the Records & Registration Office. BSU’s vision is to educate people to lead inspired lives. To accomplish BSU’s vision, the University prioritizes creating a culture in which diversity is embraced and all people are safe, welcome, and validated.  Centered between the three largest Tribal nations in Minnesota – Leech Lake, Red Lake and White Earth – BSU also prioritizes increasing engagement with American Indian communities to become a destination university.

Enrolling more than 5,000 students, BSU offers more than 70 undergraduate majors and nine graduate degrees encompassing arts, sciences and select professional programs. BSU is a member of the Minnesota State system of colleges and universities and has a faculty and staff of more than 550. BSU’s Shared Fundamental Values include civic engagement and leadership, international and multicultural understanding, belief in the power of the liberal arts, and environmental stewardship. BSU is located amid the lakes and forests of northern Minnesota and occupies a wooded campus along the shore of Lake Bemidji.  BSU balances rigorous academia with the opportunity to enjoy a fun, robust, outdoor culture.  The proximity to the lake and the surrounding north woods allows easy access to an assortment of recreation.

The Registration Clerk and Course Scheduler coordinates the publication of the class schedule, trains other department staff on course input guidelines and the course input system, monitors adherence to established campus course creation guidelines, and facilitates all on-campus changes made after the course creation deadline to ensure proper authorization of requests. They provide assistance with maintaining curriculum management and EMS processes.  The Registration Clerk and Course Scheduler also serves as a subject matter expert for students, staff, faculty, alumni, and community members on institutional and campus registration policies and procedures and coordinates office phone coverage.  This position oversees the student worker selection, responsibility distribution, time sheets, and budget. In collaboration with the Registrar, this position plays a key role in the coordination of the annual commencement ceremony.

 

Responsibilities of the Registration Clerk and Course Scheduler include:

  • On-campus Course Scheduler/ Registration Edit Coordinator (20%)
    • Coordinates and inputs the course set up timelines, edits, and windowing for fall/spring/summer terms. Conducts troubleshooting and analyzing course scheduling to ensure scheduling protocols are being followed. Advises and assists with the training of departmental schedulers.  Provides support to departmental schedulers when needed. Understands the process for course changes, edit/add/remove course messages, and course restrictions for on-campus courses.  Inputs appropriate on-campus schedule changes requested after the course input deadline for departmental/divisional staff.  Cancels courses and communicate cancelation to enrolled students. Process and answer questions regarding arranged course forms, credit for prior learning, common market requests, and consortium requests. 
  • Records and Registration Clerk (15%)
    • Serves as primary to the Records Office phone system. Ensures students and other clientele receive requested service and correct information in a friendly and efficient manner, appropriate referrals are made, requests are accurately answered and addressed in a timely and courteous manner, and release of information follows Data Privacy Act. Manages the Records Office student worker staff.  Assists with the transfer credit load/export process as needed.                
  • Develop and maintain Records Office forms and eforms (15%)
    • Creates accessibility friendly eforms and processes, updates forms as necessary, ensures the most current forms are available on the website, and educates the campus community on proper use and procedures related to eforms                       
  • Curriculum Responsibilities for BSU and NTC (15%)
    • Updates the university master curricular library.  Assists Curriculum Coordinator with preparations, reviews, tracking and analysis of curriculum packets (BSU) and curriculum related projects.  Maintain Transferology for BSU and NTC.                             
  • Commencement and Other Office Duties (15%)
    • Assists Registrar with the coordination of commencement purchasing, communications, and recruitment of assistance from other staff and students. Serves as the main contact for student and parent inquiries regarding commencement. Maintains the Records Office website. Serves as the primary procurement agent for the Records Office. 
  • Event Management System (EMS) Responsibilities (10%)
    • Researches, collects, and inputs course data to optimize physical classroom resources using established procedures, protocols and impacts on university resources for BSU.  Assists with EMS preference entry as needed. Resolves classroom conflicts by analyzing data in EMS and Integrated Statewide Records System (ISRS).  Performs NTC EMS processes and maintenance. Understands the relationships between system configuration in EMS and its effect on room utilization reporting, which is extensively used by MinnState, BSU, and NTC in decision-making and suggest setup modifications which benefit the University and Technical College. 
  • Degree Audit Reporting responsibilities for BSU (10%)
    • Analyzes and encodes degree requirements so they are properly programmed and correctly posted for students on their Degree Audit Report, which impact graduation, transfer course evaluation, and authorized degree exceptions.  Interacts with departments to validate and create four-year plan roadmaps.  Enters and encodes U. Achieve Student Academic Planner interactive roadmaps by leveraging existing degree audit data. Responds to applicability requests from Financial Aid.  Assists with degree exception process as needed.

Minimum qualifications for this position include:

  • Customer service skills sufficient to provide effective general and specialized office support on the telephone, in person and through email (this requires common courtesy, tact, interest in positive problem solving, empathy and the ability to organize ideas logically).
  • Problem Solving Skills sufficient to resolve situations with a positive attitude utilizing critical thinking skills.
  • Knowledge of standard computer software applications such as word processing, spreadsheets, databases, and document imaging systems along with the skills to create, modify, manage, and protect them.
  • Demonstrated analytical and organizational skills and the ability to work well under pressure with multiple projects and deadlines.

Preferred qualifications include:

  • Demonstrated commitment to the principles of diversity, equity, inclusion, and anti-racism.
  • Experience in an educational setting with student information systems, preferably the Integrated Statewide Records System (ISRS).
  • Experience training and/or providing work direction to others.  
  • Experience with document imaging system, preferably Perceptive Content.
  • Bachelor’s Degree.

 

Apply for Vacancy Posting 57693, on the Minnesota Management and Budget (MMB) website:  http://mn.gov/mmb/careers/

 

Inquiries about the position:

Kim Gourneau, Registrar

Phone: 218-755-3948

Email: Kim.Gourneau@bemidjistate.edu

If you have general questions about this posting or submitting an application or bid, contact Melanie Pakonen at melanie.pakonen@bemidjistate.edu 

 

UNIVERSITY / COMMUNITY

WHY BEMIDJI:

Bemidji State University is nestled among the pines along the shores of Lake Bemidji, just blocks from a thriving downtown community. In this Northwoods setting, students, staff, and faculty have a variety of activities at their fingertips. Possessing all the charm and character of a college town, Bemidji remains a tight-knit community of good neighbors and engaged citizens who always come out to cheer for the Beavers. While the city of Bemidji — named after the Ojibwe Chief Shaynowishkung (nicknamed Bemidji) — is home to a diverse population of more than 15,000 people, it serves a regional population of more than 100,000.

Though quaint and historic, the city offers the urban conveniences upon which college students rely. Bemidji State is conveniently located minutes away from affordable restaurants, cozy coffee shops, grocery stores, city parks and more. Small, locally owned shops and art sculptures line the streets of downtown Bemidji, while national chains can be found in and around the Bemidji area, including an uptown selection of department stores and restaurants. students at Bemidji State University have the opportunity to experience a dynamic local culture and history. Bemidji also sits at the center of the legends of Paul Bunyan and Babe the Blue Ox. The famous statues of Paul and Babe greet students as they drive in from the south along Lake Bemidji.

The thriving downtown community presents ample opportunities for engagement off-campus. Among other things, there are fine-dining restaurants, cafes, and a natural foods co-op in downtown Bemidji. The historic Paul Bunyan Playhouse has a calendar of classic shows; restaurants and lounges offer weekly live music performances; the First Friday Art Walk provides a tour of new monthly art exhibits; and annual events such as the Loop the Lake Festival, the Dragon Boat Festival, the Blue Ox Marathon, Bemidji Winterfest, and The Minnesota Finlandia bring the community together.

For those who love the outdoors, there are wooded, multi-use trail systems within minutes of campus and community parks with walking trails, playgrounds and a skate park. Lake Bemidji State Park and its miles of navigable trails is located directly across the lake from BSU, and the Buena Vista Ski Area — just 12 miles north of campus — offers downhill skiing and BSU-sponsored student transportation in the winter months. Further, the Mississippi River Headwaters is a mere 45 minutes from Bemidji.

 

For further information About BSU visit our website at: http://www.bemidjistate.edu

Review a "special report on how this former lumber town has rebuilt itself as a high-speed, regional center of enterprise" at Bemidji 2.0

 

Other Resources:

 

Statement of Notice

Bemidji State University prohibits discrimination and sexual violence of any kind. Contact the Center for Civil Rights Investigation Office if you have concerns regarding discrimination and/or sexual violence. Per Minnesota State System Procedure 1B.3.1, all universities and colleges must provide contact information of their Title IX Coordinator.

 

Steven D. Parker, Campus Diversity Officer & Title IX Coordinator

Email: TitleIX@bemidjistate.edu

Phone: (218) 755-4121

1500 Birchmont Drive NE, Deputy Hall, Room 211, Bemidji, MN 56601

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