Registrar Coordinator

Job ID

28129

Location

John Jay College

Full/Part Time

Full-Time

Regular/Temporary

Regular

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POSITION DETAILS

ABOUT JOHN JAY COLLEGE

John Jay College of Criminal Justice is a senior college of the City University of New York (CUNY) and an internationally recognized leader in educating for justice. John Jay is laser-focused on fueling the success of our exceptional student scholars pursuing a justice-focused education. Led by President Karol V. Mason, John Jay is a federally designated Hispanic-serving institution, it is ranked third in the nation in Black student success, and it is a top ten institution for promoting student social mobility. John Jay is proud to serve a diverse and dynamic student body of 15,000 students, nearly fifty percent of whom are first in their family to attend college, and many of them are immigrants or children of immigrants.

The College participates in the doctoral programs of the Graduate Center of CUNY and offers bachelor's and master's degrees both in traditional criminal justice-related fields of study as well as in a robust portfolio of liberal arts and sciences programs that highlight themes of justice across the arts, sciences, humanities, and social sciences. The College seeks staff and faculty members who thrive in a multicultural academic environment and are committed to cementing our culture of pride, distinction, and excellence.

POSITION DETAILS

The Registrar Coordinator (aHEO) provides essential operational support for college registration operations, playing a key role in facilitating efficient scheduling processes and ensuring accurate course information within the academic system. Reporting to the Enrollment Registrar Manager, the Registrar Coordinator (aHEO) is responsible for overseeing macro-level course and room scheduling using the Coursedog scheduling system. This role involves receiving, validating, and processing course schedules from various stakeholders, troubleshooting scheduling conflicts, and resolving integration errors. Additionally, the Registrar Coordinator (aHEO) manages non-academic room reservations, maintains rooming inventory, updates academic calendars and exam schedules, and provides training and support to department chairs, program directors, and staff on the use of scheduling systems.

The Registrar Coordinator (aHEO) for the Office of the Registrar will report directly to the Enrollment Registrar Manager. The Registrar Coordinator (aHEO) will be responsible for the following duties:

• Responsible for macro-level course and room scheduling for the John Jay CUNYfirst academic schedule using the Coursedog scheduling system.

• Receive and validate course schedules from department chairs, department schedulers, and program directors.

• Troubleshoot and resolve scheduling conflicts and integration errors in connection with instructor assignments, room assignments, enrollment capacities, and restrictions in the Coursedog scheduling system.

• Process all changes to the CUNYfirst academic schedule including class cancellations, faculty assignments, instruction modes, modalities, restrictions, enrollment capacities, requisites, and equivalencies.

• Run the scheduling optimizer for the assignment of classrooms in the Coursedog scheduling system.

• Schedule and manage non-academic room reservations for internal and external groups and events.

• Maintain rooming inventory and collaborate with departments to ensure that room usage does not exceed the campus availability.

• Review data on the college’s academic calendar and term/session table for all semesters.

• Update the final exam schedule and departmental final exam schedule for each semester on the John Jay website.

• Train department chairs, program directors, and staff on the use of the Coursedog scheduling system.

• Effectively communicate with academic departments and leadership including Deans, schedulers, program directors, and chairs regarding scheduling matters in person and via email, phone, and zoom.

• Maintain the Scheduling Unit email inbox including inquiries from students, faculty, and staff.

• Register students in the College Now program, the Second Chance program, Independent Study, Graduate Thesis Prospectus, Late Registration, and schedule Undergraduate/Graduate Internships.

• Support Freshman registration sessions for Fall and Spring semesters.

• Process degree and enrollment verifications and resolve error reports through the National Student Clearinghouse.

• Familiar with online course catalog entries and updates through CUNYfirst and Coursedog based on the University Chancellor’s Report and the Service Now ticket submission process.

• Performs related duties as assigned.

QUALIFICATIONS

Bachelor's Degree required.

PREFERRED QUALIFICATIONS

• Previous experience in academic scheduling or registrar operations preferred.

• Proficiency in using scheduling software, preferably Coursedog, and familiarity with CUNYfirst system.

• Strong analytical skills with the ability to troubleshoot and resolve scheduling conflicts effectively.

• Excellent organizational skills and attention to detail to manage complex scheduling tasks and data accurately.

• Effective communication skills, both verbal and written, with the ability to interact professionally with diverse stakeholders.

• Ability to adapt to changing priorities and work efficiently in a fast-paced environment.

• Experience in providing training and support to end-users on software applications is desirable.

• Familiarity with higher education policies and procedures related to course scheduling, room reservations, and academic calendars is a plus.

CUNY TITLE OVERVIEW

Provides operational support for registration operations.

• Provides advice on academic and administrative registration requirements

• Interprets and communicates academic, registration and enrollment policies and procedures

• Assists with registration and provides information to prospective and enrolled students in registration and records-related areas

• Complies, generates, and updates various reports, catalogs, and inventories

• Maintains compliance with established record release procedures, including the Family Education Rights and Privacy Act (FERPA)

• Collaborates with College and University offices to address inquires and concerns and resolve student registration and record problems

• May participate in activities related to course scheduling and maintaining course databases

• May monitor and revise the content of web pages and other communication materials

• Performs related duties as assigned.

CUNY TITLE

Assistant to HEO

FLSA

Non-exempt

COMPENSATION AND BENEFITS

$54,268 - $57,517

Salary commensurate with education and experience.

CUNY's benefits contribute significantly to total compensation, supporting health and wellness, financial well-being, and professional development. We offer a range of health plans, competitive retirement/pension benefits and savings plans, tuition waivers for CUNY graduate study and generous paid time off. Our staff also benefits from the extensive academic, arts, and athletic programs on our campuses and the opportunity to participate in a lively, diverse academic community in one of the greatest cities in the world.

HOW TO APPLY

If you are viewing the job posting on John Jay College website or in CUNYFirst, please select the "Apply Now" button. If you are viewing the job posting on any other website, please follow the instructions below:

-Go to www.cuny.edu and click on "Employment"

-Click "Search job listing"

-Click on "More options to search for CUNY jobs"

-Search by Job Opening ID number 28129

-Click on the "Apply Now" and follow the instructions

Once you have registered or logged in with your user name and password, upload your cover letter, resume, and the names and contact information of three professional references as one document.

CLOSING DATE

Review of resumes will begin on April 1, 2024

Posting closes on May 1, 2024

JOB SEARCH CATEGORY

CUNY Job Posting: Managerial/Professional

EQUAL EMPLOYMENT OPPORTUNITY

CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.