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Senior Assistant Director for Scheduling Compliance and Support (Registrar Assistant) - Bloomington Indiana
Company: Indiana University
Location: Bloomington, Indiana
Posted On: 05/03/2024
DepartmentARTS & SCIENCES; DEAN (BL-ARSD-IUBLA)Department InformationThe College of Arts and Sciences Office of Undergraduate Curriculum, Policy, and Records (OUCPR) manages all aspects of the College's undergraduate curriculum, including academic programs (majors, minors, certificates, etc.), courses, academic policies, the College Bulletin, student records, special programs, and curricular information systems and reporting.More information about OUCPR can be found here.The College values diversity, equity, and inclusion as a core strength and essential element in the success of its educational mission. For the full diversity statement, click here. More information about the College of Arts and Sciences can be found here.Job SummaryDepartment-Specific Responsibilities - Serves as a team member in the Curriculum and Policy division of the Office of Undergraduate Curriculum, Policy, and Records (OUCPR).
- Assists in the implementation of the undergraduate curriculum in the College of Arts and Sciences, which is comprised of the College divisions; School of Art, Architecture, and Design; School of Global and International Studies; and the Media School.
- Works with faculty and departmental staff in the creation and maintenance of the Schedule of Classes. As the subject matter expert on class scheduling in the College, ensures College-wide compliance with university, campus, and College scheduling and other curricular policies.
- Performs reporting and auditing on the Schedule of Classes to ensure College-wide compliance with campus and College policies.
- Directs scheduling officers in the College schools and departments on how to correct issues and ensures they are resolved.
- Identifies system and training issues that need to be addressed at a higher level or by other offices. Maintains effective communication and regular coordination with the Office of the Registrar and other campus and university offices.
- Designs and implements supplementary training to scheduling officers and curriculum assistants assigned to departments and schools inside the College. Leads the scheduling officer advisory committee to learn about challenges faced in the College -s academic units and develop recommendations for addressing those challenges.
- Coordinates the scheduling, application, admission, and maintenance stages of the College -s Arts and Sciences Undergraduate Research Experience (ASURE) program.
- Oversees the scheduling of courses managed directly by the College and provides back-up scheduling support for college schools and departments. Works with the Director and appropriate faculty to build and maintain the schedule for COLL-prefixed and other auxiliary units. Solicits scheduling preferences from instructors and analyzes institutional data to determine optimal class times. Provides temporary support to College schools and departments when unit-based scheduling officers are unavailable.
- Works in collaboration with the Sr. Assistant Director for Curriculum Compliance and Support to manage the academic programs and course catalog for the College of Arts and Sciences, particularly at the busiest points of the year. Provides curriculum support in absence of the Sr. Assistant Director for Curriculum Compliance and Support.
- Oversees the preparation for and execution of pre-enrollment related to College degree programs and special populations. In consultation with the College -s academic units, identifies appropriate courses for pre-enrollment and works with the Office of the Registrar to enroll students.General Responsibilities
- Develops and implements processes and procedures to ensure compliance in student enrollment, grades, registration, records, course management, and room scheduling and reporting.
- Oversees complex processes, such as grade appeals and corrections.
- Serves as a resource for academic advisors, students, and other university constituents and advises on matters such as course offerings, grading policies, transcripts, student verification of enrollment, and other related registrar services.
- Processes final grades, transfer credit, and advanced placement results. Oversees the creation of academic documents such as transcripts, certifications of enrollment and degree, and diplomas.
- Oversees the collection, creation, updates, and maintenance of course data. Ensures accuracy; understands relationship to functions such as enrollment and grading.
- Assists with determination of class and exam scheduling and the course registration process. Coordinates schedule of classes among university's schools and colleges; adheres to university policies related to class meeting times, final exams, and enrollment limits.
- Performs audits and prepares reports on degree progress, grades, graduation eligibility, and degree conferral to ensure timely completion of diploma processing and notification for students with unsatisfactory academic progress or other related issues. Reports trends to manager and may make recommendations for improved operational efficiency and service delivery.
- Works collaboratively with staff across various university functions, including areas such as colleges and schools, bursar, admissions, and financial aid/scholarships. Ensures compliance with and educates faculty and staff on FERPA and university policy related to registrar operations.
- May provide guidance to other registrar or student services staff.QualificationsCombinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education. EDUCATIONRequired
- Bachelor's degree in business, public policy, or related fieldPreferred
- Master's degreeWORK EXPERIENCERequired
- 2 years in student services, higher education, business, or related field. Experience working with complex data and/or records services in a team environment preferred.Preferred
- 2 years as scheduling officer experience in a university settingSKILLSRequired
- Proficient communication skills
- Maintains a high degree of professionalism
- Demonstrates time management and priority setting skills
- Demonstrates a high commitment to quality
- Possesses flexibility to work in a fast paced, dynamic environment
- Seeks to acquire knowledge in area of specialty
- Highly thorough and dependable
- Demonstrates a high level of accuracy, even under pressure
- Demonstrates excellent judgment, tact, and diplomacy
- Commitment to working with people of diverse backgrounds
- Highly developed customer relations skills
- Ability to interpret federal, states, and institutional rules and regulations and required procedures associated with compliance requiredPreferred
- Outstanding communication (written and oral), proofreading, organizational, reasoning, analytical, and research skills
- Proven ability to move rapidly between tasks with consistently high accuracy
- Ability to gather information from a variety of stakeholders and explain to them sometimes complex and nuanced policies and procedures
- Adaptability and an eagerness to acquire new knowledge and promote high standards for quality and accountability
- Knowledge of University organization and procedures/policies is desirable
- Also desirable is knowledge of PeopleSoft/Oracle/IU Student Information System (including Scheduling, Student Records, and Advising data)Working Conditions / DemandsThis role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.Work LocationBloomington, IndianaAdvertised Salary$47,000 -$52,000 annualized wage, paid monthlyBenefits OverviewFor full-time staff employees, Indiana University offers a wide array of benefits including:
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