Assistant Registrar, Calendar & Scheduling

Fairfield University; United States; On-site; USD 55,000 - 75,000; Full time

Job summary

Fairfield University is seeking an Assistant Registrar to support Registrar functions and Workday SIS activities. The role reports to the Associate Registrar- Systems & Scheduling and emphasizes scheduling, catalog updates, reporting, and recordkeeping with a strong focus on privacy and policy compliance.

You will collaborate with Deans, chairs, and staff to maintain timely course information, process catalog changes, and assist with orientation and first-year registration.

Qualifications

• Bachelor’s degree required and 3+ years of related experience in higher education.
• Experience with student information systems and scheduling software preferred.
• Familiarity with policy, privacy laws, and accreditation standards.

Responsibilities

• Provide faculty/student support for scheduling and online registration.
• Manage data for course schedules in SIS and scheduling software.
• Create and distribute reports from CLSS, 25 Live, and SIS.
• Assist with orientation, registration, catalogs, and degree requirements updates.
• Produce Workday and 25 Live reports for faculty and staff.
• Streamline SIS processes and document procedures.

Skills

Scheduling knowledge

Data analysis

Communication skills

Confidentiality

Project management

Education

Bachelor’s degree in related field

Tools

Ellucian Banner

Workday

CLSS

EMS

DocFinity

Parchment

MS Office Suite

Job description

Job Description: Summary Statement: Fairfield University seeks an Assistant Registrar to assist with Registrar functions and tasks related to the Workday SIS. Reporting to the Associate Registrar- Systems & Scheduling, the Assistant Registrar is responsible for following best practices for scheduling, curriculum, registration, reporting, recordkeeping, and technology. The Assistant Registrar will be supporting and assisting the Associate and Assistant Registrar’s with daily tasks within the Office of the University Registrar.

Relationships: Reports to: Associate Registrar- Systems & Scheduling Staff: None Other Internal Contacts: Deans; Academic Department Chairs; Academic Program Coordinators; Faculty; Students; Directors; Director Event Planning, Facilities Planning, Information Technology Services, Director of Marketing & Communication; Director of Institutional Research; Bursar; Director of Financial Aid External Contacts: Vendors; State and Federal Agencies; Regional and National Associations; Parents

Responsibilities

• Provide faculty/student support for scheduling and online registration.
• Assists with the data management of the academic course schedule and processing course changes in the Student Information System (SIS) and academic scheduling software programs.
• Create and distributed reports from CLSS, 25 Live and SIS to constituents.
• Assists with Incoming First Year Orientation and Registration.
• Assists with registration and Registrar-related activities for Bellarmine Associate’s Degree students.
• Assists with the Undergraduate and Graduate Catalog updates and maintaining information.
• Maintains course tags for curriculum in SIS.
• Assists with components of the academic scheduling process utilizing the CLSS, 25 Live and Workday SIS.
• Assists with implementation of systems to maintain student academic records; administers storage, security, accuracy, and preservation of academic credentials in accordance with university policy, accreditation standards, and privacy laws.
• Provide backup support on routine office tasks, such as running transcripts, registration issues addressing student/faculty/staff inquiries.
• Support and communicate scheduling, advising and registration information/deadlines to faculty, staff and students.
• Supports the Associate Registrars and Registrar with office operations while exercising sound judgment, diplomacy, and confidentiality when interacting with students, parents, faculty, staff, and external constituencies.
• Produce and distribute Workday and 25 Live reports for faculty/staff.
• Work to streamline, improve and document all new and current SIS processes and procedures related to the functional area.
• Develops or assists with the development and implementation of policies and procedures consistent with those of the organization to ensure efficient and safe operation of the unit.
• Final exam scheduling.
• Performs miscellaneous job-related duties as assigned.

Knowledge, Skills and Abilities Required

• Knowledge of computerized student information systems, particularly Ellucian Banner and Workday.
• Knowledge of scheduling systems like CLSS, 25 Live, or other related scheduling systems.
• Ability to develop and maintain recordkeeping systems and procedures.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Ability to gather data, compile information, and prepare reports.
• Troubleshoot technical issues with faculty and staff for a variety of student-related systems; when necessary, coordinate with campus partners and third party vendors
• Skill in the use of personal computers and related software applications.
• Ability to communicate effectively, both orally and in writing.
• Knowledge of the rules, regulations, and laws regarding student records; scheduling and curriculum policies.
• Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
• Ability to analyze and solve problems.
• Skill in organizing resources and establishing priorities.
• Ability to use project management skills to see priorities through to completion.
• Ability to maintain confidentiality of records and information.
• Ability to interpret, adapt, and apply guidelines and procedures.
• Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
• Ability to foster a cooperative work environment.

Minimum Education and/or Work Experience

Bachelor’s degree in related field and at least three or more years of related experience in higher education.

Computer Skills

• Experience with Ellucian Banner and/or Workday (including query writing) preferred
• Experience with scheduling platform CLSS and room assignment through EMS preferred.
• Experience with catalog and curriculum management software preferred.
• Experience with DocFinity or other document management software .
• Proficiency with MS Office Suite, Internet and email applications.
• Experience with Parchment Diploma and Transcript software.
• Experience with mobile applications, social media platforms, online workspace tools, and web applications.

Category

Academic - Admin Performs such other duties, responsibilities, and activities as required by supervisor and as departmental/University needs indicate.

*Disclaimer The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties, responsibilities, activities, and/or qualifications required or expected of employees assigned to this job. Duties, responsibilities, and activities may change and new ones may be assigned at any time, with or without notice.

All offers of employment are contingent upon a satisfactory background check.

Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Founded in 1942, Fairfield University is a modern, Jesuit Catholic University rooted in one of the world’s oldest intellectual and spiritual traditions. With campuses located in Fairfield, CT Bridgeport, CT, and Austin, TX, we strive to create a workforce that is rich in skill, knowledge, and pride in our work. Members of the Fairfield University community exhibit mutual respect, compassion, and inclusivity, aspiring to be a welcoming environment representative of an ever-changing and diverse global populace. As our University rises in national prominence, we are committed to fostering a healthy workplace and lifestyle for our employees. At Fairfield, the future is filled with opportunities as limitless as your potential, and they all begin with you.