Assistant Registrar-Course Management-Hybrid Schedule

Columbia University; New York (NY); On-site; USD 90,000 - 130,000; Full time

Job summary

Columbia University in the City of New York is seeking an Assistant Registrar for Course Management (CM) to lead course management processes across campuses. You will govern the CM system, maintain the course catalog and term class schedule, and drive enhancements to workflows and approval processes.

The role requires collaboration with departments, IT, and governance to ensure data integrity between CM and SIS systems, while supporting documentation, training, and future SIS replacement modules

Qualifications

• Bachelor's degree required with minimum four years related experience.
• Advanced degree is desirable.

Responsibilities

• Serve as the main point of contact for course management and oversee the course proposal process.
• Maintain the course inventory, catalog, and term class schedule for all campuses.
• Lead CM system enhancements and approve workflow/process changes.
• Manage communications and training for CM system end users.
• Collaborate on SIS replacement modules including enrollment and degree audits.
• Generate reports to support analytics and program objectives.
• Ensure data in CM conforms to registrar guidelines and scheduling policies.
• Oversee access control and roles for CM system users.

Skills

Communication

Leadership

Project management

FERPA knowledge

Collaboration

Education

Bachelor's degree

Advanced degree desirable

Tools

Ellucian Banner

PeopleSoft

Colleague

EMS

25Live

CourseLeaf

DegreeWorks

Job description

Position Summary

Reporting to the Deputy University Registrar, the Assistant Registrar for Course Management (CM) serves as the main point of contact for all issues related to course management at the university. The CM system allows Departments and Programs to comprehensively manage their Course Inventory through a fully integrated and seamless application that eliminates outdated mainframe protocol. The role oversees the course proposal process and maintains the course inventory, the course catalog, and the term class schedule for all Columbia University campuses. This position is responsible for managing enhancements to the CM system and promotes and oversees changes to workflow and approval processes. The Assistant Registrar manages and oversees all communications regarding the CM system to all end users. In addition, the Assistant Registrar oversees documentation and training and supports the development and implementation of future Student Information System (SIS) replacement modules that will include, but are not limited to, enrollment, academic history, degree audit, and other registrar-related functions. This position provides functional leadership and subject matter expertise in the design, development, maintenance, refinement, enhancement, and deployment of academic processes and systems. While mainframe SIS is used, ensures that data between the CM system and SIS are reconciled; updates courses and term class schedule in mainframe SIS.

Responsibilities

• Serves as the main point of contact for all issues related to course management at the university; oversees the course proposal process; maintains the course inventory, the course catalog, and the term class schedule for all Columbia University campuses.
• This position is responsible for managing enhancements to the CM system and promotes and oversees changes to workflow and approval processes.
• The Assistant Registrar manages and oversees all communications regarding the CM system to all end users.
• In addition, the Assistant Registrar for Course Management oversees documentation and training and supports the development and implementation of future Student Information System (SIS) replacement modules that will include, but are not limited to, enrollment, academic history, degree audit, and other registrar-related functions.
• This position provides functional leadership and subject matter expertise in the design, development, maintenance, refinement, enhancement, and deployment of academic processes and systems.
• Supports academic departments in the cyclical production of bulletins, maintenance of the curriculum, and term-by-term course offering information.
• Generates reports to meet analytic and programmatic objectives.
• Provides leadership and direction for the continued development of the CM system in collaboration with senior leadership.
• Ensures all data in the CM system conforms to guidelines of the Office of the University Registrar and ensures that the term class schedule adheres to the university’s official scheduling guidelines.
• Creates the annual CM production schedule and communicates the timeline and workflow requirements to end users.
• Responsible for managing access and roles for all end users of the CM system across all university schools and departments.
• In collaboration with the course scheduling team, plans the appropriate timeline for the creation of the term class schedule. Responsible for communicating action items and policy direction to all end users.
• Oversees and administers training materials and facilitates training sessions for all end users which will include communicating updated software, enhancements, changes, production schedules, maintenance deadlines, and error reporting.
• Performs system maintenance, upgrades, and troubleshoots issues as warranted.
• Manages and leads the CM workflow process through updating and assigning roles, training new end users, monitoring progress, and holding users accountable to meeting quality standards within a set timeline.
• Develops and maintains procedures ensuring that all changes to academic policy and programs are entered into the CM system throughout the year through collaboration with department leaders throughout the university.
• Assesses the organizational structure, content, and uniformity between all modules in the CM system through reviewing and editing content to meet university and Office of the University Registrar standards.
• Review and, if necessary, edit course data in the CM system to comply with standards of the Office of the University Registrar.
• Works closely with Columbia Information Technology to enhance the modules of CM.
• While mainframe SIS is used, ensures that data between the CM system and SIS are reconciled; updates courses and term class schedule in mainframe SIS.
• Other duties as assigned

Minimum Qualifications

• Bachelor's degree plus a minimum of four years related experience required.

Preferred Qualifications

• Advanced degree desirable.
• Knowledge of student information systems such as: Ellucian Banner, Peoplesoft, Colleague, Event Management Systems (EMS), CollegeNet 25Live, Leapfrog CourseLeaf, and DegreeWorks. Experience working with faculty and academic administrators in a higher education institution.
• Previous work experience in a registrar's office.
• Experience working with faculty and academic administrators in a higher education institution.
• At least three years of experience working with course management software.

Other Requirements

• Proven competency in working with an integrated student information system and most desktop applications
• Demonstrable experience managing multiple priorities.
• Demonstrated expertise working with student and academic records, including student records privacy (FERPA) policy and procedures.
• Technical expertise and proficiency working with integrated administrative software, software applications, reporting tools and spreadsheet applications.
• Demonstrated ability to work effectively with and foster collaboration among a wide range of individuals and constituencies in a large, complex academic environment.
• Ability to exercise diplomacy and creativity in problem resolution.
• Strong written and verbal communication skills.
• Demonstrated ability to learn and adapt to emerging technologies in order to improve service delivery. Knowledge of information technology and computing applications as implemented in higher education.
• Must be able to work well with all levels of employees, be flexible in nature, have sound judgment with an open and collaborative style that encourages teamwork and cooperation beyond the immediate team to the broader organization.
• Candidate must have a passion for excellent customer service and a commitment to exceptional quality.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.