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Assistant Registrar for Course Management

Benedictine University
Illinois, United States
Salary Not Specified
Posted date
Nov 10, 2021

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Position Type
Administrative, Academic Affairs, Curriculum & Instructional Development, Student Affairs, Admissions, Enrollment, Retention & Registrar
Employment Type
Full Time
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Assistant Registrar for Course Management

Benedictine University is an inclusive academic community, inspired by the Catholic intellectual tradition and Benedictine values. We seek employees who will contribute to the advancement of our mission by helping students shape lives of meaning and purpose as engaged citizens who care for the Earth, welcome people of diverse faiths and cultures, and promote the common good.

Primary Duties and Responsibilities:

Job Title: Assistant Registrar for Course Management

Department: Office of the Registrar

Reports to: Senior Associate Registrar

Status: Full-Time, Benefit Eligible

Location: Lisle Campus

Position Summary: The Assistant Registrar is responsible for developing the schedule of undergraduate and graduate classes, maintaining the university curriculum in PeopleSoft, developing the final exam schedule, and managing academic room scheduling. In addition, the Assistant Registrar will serve as a liasion between the Registrar's Office and the Colleges regarding issues of course scheduling and academic space utilization.

Essential Job Responsibilities:

1. Build the course schedule in PeopleSoft each semester. Prepare fall, winter, spring, and summer course schedules which includes, dynamic dating, wait list controls, permission numbers, and lab fees in PeopleSoft.

2. Maintain the course catalog in PeopleSoft. Manage the editing and maintenance of PeopleSoft course information enursing that the catalog inventory is updated according to approved course data forms, curriculum and program updates. May track course catalog changes and course historical information in various databases including CourseLeaf CAT.

3. Responsible for all aspects of the academic class scheduling and course inventory. Advise and work with Department Chairs on scheduling compliance. May be asked to serve on and advise curriculum committees or faculty developing curriculum on behalf of Registrar's Office.

4. Troubleshoot and adjust PeopleSoft course information. Edit course schedules as needed which includes canceling classes, converting classes to independent study, course by arrangement, adjusting instructors, changing classrooms, etc.

5. Assign classrooms and create the final exams schedule. Manage 25Live for the purposes of academic class assignments. Responsible for 25Live class schedule role and updates. Work with departments to develop common exam grid.

6. Assist with general office coverage including walk-in services, answering phones, voice mails, virtual appointments, and lunch breaks. Provide excellent customer service to students, staff, faculty and other visitors while observing FERPA regulations. Assist with student enrollment and registration. Serve as back-up to other Assistant Registrars as needed. Assist in directing student employees. 

7. Other duties as assigned.

Other Functions:

1. Test and implement new student record processes and patches within PeopleSoft and systems that rely on course data from PeopleSoft.

2. Design and produce reports (e.g. room utilization and courses, graduating student counts, various grading reports) as needed.
3. Attending and participating in professional development opportunities on and off campus as well as virtually.

4. Assist at graduation ceremonies and other graduation events as needed.

5. Develop documents to assist in the external credit process and train other staff.

6. Assist with grade posting as needed.

Required Qualifications:

Education: Bachelor's Degree Required, Master's Degree Preferred

Experience: Minimum 2 years working experience in education setting. Experience in a university/college registrar or records environment preferred.

Specific Skills: Computer literacy/proficiency, including familiarity with Microsoft Word, Microsoft Excel, and a relational data base system such as PeopleSoft and 25Live are strongly preferred.

Additonally, the ideal candidate will possess the following attributes:
1. Excellent problem solving skills.
2. Excellent communication skills, both oral and written.
3. Excellent interpersonal skills.
4. Careful attention to detail.
5. Ability to maintain confidentiality of records.
6. Ability to work independently and dependently within a team.
7. Ability to handle frequent interruptions.
8. Ability to meet deadlines.
9. Ability to handle difficult inquiries with students and/or parents.
10 .Ability to type, spell, and use grammar properly in correspondence and documents.
11. Be responsible for appropriate interpretation and application of academic policies and regulations as published in the Benedictine University academic catalogs.
12. Ability and willingness to work with diverse population and ease across cultures and geographies.

Specific Knowledge, Licenses, Certifications: N/A

Physical Requirements: While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to touch, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds. Use of computer screen, phone and customer service. May require bending, or sitting for long periods of time. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Per Gov. Pritzker’s Executive Order proof of vaccination or weekly COVID-19 testing is required.

Travel (If applicable): N/A

Supervisory Responsibility (if applicable): N/A

Working Conditions: Busy office environment, filing, bending, sitting, phones, computer work

Benedictine University does not discriminate in its admissions or educational policies, programs or activities; scholarship and loan programs; athletic and other University administered programs or employment practices on the basis of race, creed, color, national origin, sex, sexual orientation, age, disability, military or veteran status, marital status, citizenship, or any other characteristic protected by applicable law. The laws applicable to Benedictine University include constitutional and statutory protections of the University's rights as a religiously sponsored institution. This policy of equal employment opportunity applies to all employment and personnel practices including, but not limited to, recruiting, hiring, promotion, training and compensation.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire. Per Gov. Pritzker’s Executive Order proof of vaccination or weekly COVID-19 testing is required.

Benedictine University is an Equal Opportunity Employer.

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