Senior Assistant Registrar

Department: University Registrar
Salary/Grade: EXS/8

Job Summary:

Reporting to the Associate University Registrar, the Senior Assistant Registrar for Scheduling and Registration is a member of the management team of the Office of the Registrar. This position is responsible for coordinating, administering, and analyzing processes and data related to class scheduling and registration, in addition to managing the staff in this area and serving as the campus expert in the tools used to perform these functions.

Specific Responsibilities:

Scheduling

• Manage the class scheduling process, constantly striving to improve efficiency and make better use of new and existing technologies and tools in collaboration with IT, other registrar staff, and school representatives.
• Determine and disseminate calendars and deadlines by which the quarterly class schedule information is collected, data entered, and produced.
• Communicate regularly with deans, department chairs, and program coordinators about the class offerings of their schools and departments, collecting information for and producing the quarterly, on-line Schedule of Classes.
• Work with the deans' offices and curriculum committees of the schools to plan and implement significant changes to their schools' course offerings such as complete renumbering and/or renaming of curricula, accurately recording school curricula in campus systems
• Solicit faculty room and equipment needs each quarter in preparation for making classroom assignments. Assign classrooms to final exams on the Evanston campus each quarter, incorporating faculty preferences and requirements, equipment availability, and equity of room assignments.
• Mediate conflicts over room reservations between faculty and departments.
• Work closely with Facilities Management and NUIT's AV Services to resolve facility and technical problems affecting class scheduling.

Registration

• Set up and maintain quarterly registration dates and data in Campus Solutions (CAESAR/PeopleSoft).
• Prepare all students' records in Campus Solutions for registration each quarter by setting up enrollment sessions, appointment times, and by preparing student records through the delivered matriculation and term activation functions.
• Communicate with the student body and administrative and academic partners regarding upcoming registration periods.
• Work with various committees and groups to develop, implement, and enforce policies and procedures associated with maintaining courses and classes, class scheduling, and room scheduling, including undergraduate registration appointment time policy and class scheduling guidelines.
• Work with academic and administrative personnel to analyze the needs of different schools and departments when implementing enrollment procedures, following academic policy guidelines and recommending efficient use of system features.
• Provide direct customer support and service to faculty, staff, and students regarding registration and scheduling issues, as well as guidance and supervision to the office staff with regard to their customer support and help desk functions for CAESAR self service.
• Maintain, update, and correct enrollment records on behalf of students using appropriate professional judgment when applying university policy and/or making exceptions to policy in unique and complex situations.
• Investigate and update information about the repeatability of courses taken by NU students at the end of each quarter to ensure that student records accurately reflect University policies.
• Update courses with requirement designations in conjunction with degree auditing staff for improved auditing of degree requirements by students, advisors, and staff in the Office of the Registrar.
• Manage the cross-school and consortium registration processes.
• Apply and release student registration holds related to compliance with university requirements.

Analysis

• Understand and support business processes of all NU schools with regard to registration and class scheduling and the use of campus systems. Serve as the expert on all Campus Solutions system functionality related to these areas.
• Aid in design and testing for all upgrades, fixes and modifications and conversions for the Oracle Campus Solutions student records and campus community modules and for the Leepfrog CLSS system.
• Gather requirements and work with IT, school representatives, vendors, and registrar's office staff to redesign scheduling and registration-related business processes.
• Write and run queries to review and analyze class schedule and registration data. Make recommendations for policy and process changes based on this data analysis.

Management

• Coordinate enrollment and class scheduling for all Evanston campus programs
• Manage two Non-Exempt staff members charged with data entry of class scheduling information, classroom and event reservations, registration of students, and help desk support of CAESAR for all student populations.
• Serve as a resource for NU policy and standard operating procedures to College and School Registrars, other NU records offices, IT staff, and the staff of the Registrar's Office
• Train department assistants and deans' office staff regarding University policy, business procedures, and utilization of Northwestern's student information system (Oracle Campus Community, locally branded "CAESAR")'s and class scheduling system (Leepfrog's CLSS) for courses, classes, class scheduling, room scheduling, and registration.
• Coordinate self-service testing for upgrades, modifications, and fixes to CAESAR with regard to enrollment, course catalog, class scheduling, and personal student data.
• Convene regular meetings of faculty and administrators to plan exam and other offerings for which conflicts pose potentially serious problems for students.
• Office Standards and Expectations
• Serve on the Office of the Registrar management team to support, direct, and guide office operations.
• Engage in professional development activities and study to improve professional skills and stay current on regulations and best practices.
• Attend and present at seminars and conferences to develop expertise and a network of colleagues and to represent Northwestern University.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree and three or more years of increasingly responsible experience in university administration; OR appropriate combination of education and experience.
• Experience with large-scale student information systems like Oracle Campus Solutions (PeopleSoft) or Banner.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Proven ability to direct and lead people and projects
• Experience serving on small and large teams
• Consistently display accuracy and attention to detail
• Demonstrate logic, rationality, and objectivity and show common sense
• Displays consistency and success in adhering to deadlines

Preferred Qualifications:

• Experience in a registrar or student records office
• Supervisory experience
• Strong consideration will be given to those applicants with experience in the areas of class scheduling and registration

Preferred Competencies: (Skills, knowledge, and abilities)

• Possess business savvy and demonstrate the ability to foster and lead cost-efficient initiatives without sacrificing quality or core values.
• Empowers others through delegating key tasks/functions; establishes clear understanding of roles and accountabilities, setting clear expectations, providing feedback and guidance, holding people accountable
• Facilitate open and effective communication, cooperation and teamwork within and outside of one's own team; respects the needs and contributions of others.
• Communicate effectively one-to-one, in small groups and in public speaking contexts; writes precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar.
• Regularly monitor customer satisfaction; provide suggestions to improve quality and value to the customer.
• Follow and teaches others to follow a process/method for problem solving.
• Works on initiatives that have the greatest strategic impact for the organization; anticipates changes that may impact department or school

Target hiring range for this position will be between $70,000-$80,000 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.