Registration & Scheduling Assistant

Department: University Registrar
Salary/Grade: NEX/11

Job Summary:

Provide a brief description of the general nature of the position; an overview of why the job exists; and what the job is to accomplish. Reporting to the Senior Assistant Registrar, the Registration and Scheduling Assistant supports class and room scheduling, registration services, and CAESAR self-service functions for the entire NU community. This role also leads training initiatives, manages electronic course catalogs, and collaborates with academic departments on curriculum revisions to ensure compliance with Registrar and University policies. The position serves as a key resource for scheduling systems and contributes to continuous process improvement.

Specific Responsibilities:

Documents & Databases

• Independently responds to and composes correspondence.
• Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
• Coordinates and directs the programming of all course data into the electronic course catalog system. Makes independent decisions on retention and maintains an audit of all course changes annually.
• Advises deans' offices and school curriculum committees on registrar policy and executes independent decisions on course structure.
• Collaborates routinely with the degree audit team regarding course programming changes.
• Consolidates special room requests and assists in pre-assignment of classrooms. Executes judgment on validity of exceptions and communicates with departments on status of requests.
• Programs the final exam scheduling process and coordinates the resolution of final exam scheduling conflicts to ensure data integrity.
• Works with instructors and departments to facilitate classroom assignments.
• Participates in system testing for updates, modifications, and fixes.
• Ensures that Registrar listservs, spreadsheets, and databases are up to date.
• Processes, maintains, troubleshoots online forms related to enrollment and scheduling.

Coordination

• Organizes and coordinates events which may include creating timelines and communication plans.
• Maintains a series of trainings in all Enrollment/Scheduling systems for 150+ departments. Creates content, solicits feedback, coordinates participation and timelines, and updates user guides accordingly. Makes recommendations on process changes to management staff.
• Generates and delivers reports on on-campus events to stakeholders.

Student Services

• Reviews administrative processes and procedures regarding student services and recommends changes.
• Supports all CAESAR users (faculty, staff, students and advisors) via the Registration support hotline, in person, student information sessions, and via email.
• Guides students through registration processes and interprets policies and procedures.
• Processes quarterly class scheduling information from academic departments.
• Part of a team of program assistants that rotates coverage of the Registrar's Office front desk/reception during certain times.
• Coordinates content maintenance of websites and help documentation.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or equivalent required.

• 4 years of administrative support or other relevant experience required.

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Qualifications:

• Bachelor's degree or the equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.

• Demonstrated proficiency with Excel and comfort with daily use of other computer applications.

• Excellent oral and written communication skills.

• Previous experience with Campus Solutions 9.0 (Oracle/PeopleSoft), 25Live software, and/or CourseLeaf Section Scheduler.

• Previous course programming experience in a complex integrated university system.

• Experience in the areas of class scheduling, registration and course maintenance.

• Works well in a team environment.

Target hiring range for this position will be between $22.73-$24.73 per hour. 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.