Primary Purpose:
The Assistant Registrar supports and assists the Associate University Registrar in maintaining course schedules, course catalog, and student records. The Assistant Registrar assists with maintaining the university course catalog for Stockton campus including course outlines database, the Banner course schedule, and transfer articulation. They are responsible for auditing for scheduling issues and ensuring quality control of the course schedule, including time conflicts, instructor conflict, room availability, proofreading, and identifying & correcting inconsistencies and errors. In coordination with Associate University Registrar, they will troubleshoot and resolve complex registration problems such as program restriction errors.
Essential Functions:
Manage academic and room scheduling process, coordinates with Sacramento and San Francisco campuses on room scheduling software, monitoring room utilization, and ensures that scheduling is done in accordance with university policies on class patterns and room use.
Maintain and update course catalogue data as presented on approved course outlines in the student information system. Maintain and update course equivalencies as presented on approved course outlines into the student information system. Determine and resolve course catalogue coding issues. Maintain and publish course descriptions in UOP catalog and website.
Notify instructional departments of established deadlines for semester timetable submissions and follow up as required. Collect and evaluate course schedule data from instructional departments and follow up with departments on outstanding information.
Collect and evaluate course schedule data from instructional departments and follow up with departments on outstanding information. Provide access to scheduling and timetabling documents to authorized department liaisons. Set-up and distribute term-by-term rolled course schedule data.
Assess and analyze course schedule information and submissions. Once analyzed, create and update sections in the student information system based on the course schedule submissions.
Configure sections to meet the cross-listing, linking, variable credits, fees, and restriction requirements of the instructional department
Collect, maintain and report student records within FERPA guidelines (i.e. grades, registration data, transcripts, enrollment verification, academic probation) and associated academic audits.
Assist with curriculum workflows, academic forms processing, and analysis of curricula changes as it pertains to student progression.
Support and participate in the development, delivery, and training of business process, systems usage, data integrity, and end-user training regarding best practices for Registrar processes/procedures.
Manage best practices with course equivalency issues as related to transfer evaluations and degree audits.
Serve as a committee representative and collaborate frequently with campus partners across the university.
Participate in professional development activities and associations.
The above statements describe the jobs essential responsibilities and requirements. They are not an exhaustive list of the duties that may be assigned to job incumbents.
University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.
Minimum Qualifications:
Bachelors Degree
Three (3) years of progressively responsible experience in the Office of the Registrar or related records/academic administrative office in a higher education institution.
Preferred Qualifications:
Project a professional image and demonstrate strong communication, customer service, and interpersonal skills with administrators, faculty, staff, and students.
Manage time, organize duties/assignments, and set priorities effectively to meet multiple deadlines.
Take initiative in the organization, management, and maintenance of departmental responsibilities, projects, and procedures.
Work productively under pressure with minimal supervision.
Demonstrate excellent problem solving and follow-through skills.
Ability to foster a cooperative work environment.
Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
Use independent judgment and to manage and impart information to a range of clientele.
Experience and sensitivity in working with people of diverse backgrounds and cultures.
Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
Ability to engage and integrate culturally responsive practices and knowledge in their work.
Knowledge of:
Registrar office functions.
Rules, regulations, and policies regarding student records and application to degree requirements.
Best practices in academic records management and maintenance.
Customer service standards and procedures.
Records archiving scanning and/or retrieval.
Clear understanding of FERPA and general AACRAO guidelines.
Manual and electronic degree audit software and processes.
Commencement processes.
BANNER or similar system.
Intermediate knowledge of Microsoft Word, PowerPoint, and e-mail systems.
Advanced knowledge of Excel.
CourseLeaf and Qualtrics.
Ability to:
Maintain confidentiality of records and information in accordance with all laws and regulations.
Investigate and analyze information and to draw conclusions.
Efficiently process all information to be digitized and organized into the students file.
Establish and maintain records systems and databases.
Develop, plan and implement short-and-long-range goals.
Utilize appropriate software in communication with students/staff.
Create and edit written material.
Effectively counsel students.
Function as the authority on issues of degree audits and degree requirements
Demonstrate skill in accessing internet information services.
Physical Requirements:
The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment/Work Week/Travel:
Work performed during standard business hours. As workload fluctuates with the academic calendar, the position may require extended hours and/or occasional evening and weekend hours.
Hiring Range: Commensurate with experience, exempt
Background Check Statement:
All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.
To apply, visit https://pacific.peopleadmin.com/postings/23305
University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.
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