Registrar Operations Specialist

Aurora University; Aurora (IL); On-site; USD 55,000 - 85,000; Full time

Job summary

Aurora University is seeking a Registrar Operations Specialist to enhance efficiency and service delivery within the Office of the Registrar. The role analyzes processes, documents requirements, and supports configuration of Colleague, Coursedog, and related workflows.

Responsibilities include data quality, reporting, curriculum/scheduling support, and developing training materials while maintaining discretion with confidential information.

Qualifications

• Bachelor's degree or equivalent combination of education/experience required.
• Two years of office/administrative experience preferred.
• Registrar's Office and/or university experience preferred.
• Prior Ellucian Colleague experience preferred.

Responsibilities

• Analyze Registrar processes to identify bottlenecks and opportunities for streamlined workflows.
• Serve as the functional resource for Registrar systems (Colleague, Coursedog) and translate needs into requirements.
• Identify opportunities to reduce manual work through automation and digital tooling.
• Support data integrity and operational reporting; develop or coordinate reports.
• Provide functional support for curriculum and scheduling systems and processes (Coursedog).
• Develop procedures, system documentation, and user guidance; train staff and promote consistency.
• Other duties as assigned.

Skills

Strategic thinking

Flexibility

Interpersonal skills

Customer service focus

Organizational skills

Oral and written communication

MS Office

Discretion with confidential info

Education

Bachelor's degree or equivalent

Tools

Ellucian Colleague

Coursedog

Job description

Position Purpose:

The Registrar Operations Specialist supports the continuousimprovement, technology enablement, data integrity, and operationaleffectiveness of the Office of the University Registrar. Theposition analyzes existing Registrar processes, identifiesopportunities to improve efficiency and service delivery, developsand documents business requirements, supports system configurationand testing, and assists with implementation of new or enhancedtechnologies and workflows.

This position is well suited for an analytical, curious, andsolutions-oriented professional who enjoys understanding complexprocesses, identifying opportunities for improvement, learningtechnology systems, working with data, and translating operationalneeds into practical solutions.

Core Competencies:

1. Represents Aurora University in the most positive manner withprospective, former and current students, clients, suppliers andthe community we serve. Interacts effectively with a diverse groupof faculty, staff, students and other customers of our service;learns and follows operating best practices and procedures of thedepartment and Aurora University.
2. Upholds the Mission Statement: Aurora University is aninclusive community dedicated to the transformative power oflearning. As a teaching-centered institution, we encourageundergraduate and graduate students to discover what it takes tobuild meaningful and examined lives. Our singular goal is toempower our students to achieve lasting personal and professionalsuccess.
3. Handles all information with tact and discretion and recognizesthe confidential nature of university business.
4. Supports learning through performance of essential jobfunctions and performing other duties and functions as necessary oras assigned.

Essential Job Functions:

• Process Improvement & Operational Effectiveness: AnalyzeRegistrar processes, identify bottlenecks and opportunities forimprovement, and develop more efficient, consistent, and scalableworkflows.
• Systems & Technology Management: Serve as the functionalresource for Registrar systems, including Colleague, Coursedog,forms, workflows, and related technologies; translate operationalneeds into functional requirements and solutions.
• Automation & Digital Transformation: Identify opportunitiesto reduce manual work through automation, self-service, electronicforms, workflow tools, integrations, and other technology-enabledsolutions.
• Data, Reporting & Quality Assurance: Support data integrityand operational reporting by analyzing data, identifyingdiscrepancies and trends, developing or coordinating reports, andsupporting reconciliation and quality-control processes.
• Curriculum, Scheduling & Academic Systems Support: Providefunctional support for curriculum and scheduling systems andprocesses, including Coursedog, course/program structures,prerequisites and co-requisites, modalities, and implementation ofapproved academic changes.
• Training, Documentation & Continuous Improvement: Developprocedures, system documentation, training materials, and userguidance; support staff training and promote consistent use ofsystems and processes across the Registrar’s Office.
• Other duties as assigned.

Essential Job Requirements:

Education & Experience:

• Bachelor's degree or an equivalent combination of relevant workexperience is required.
• Two years of office/administrative experience preferred.
• Prior Registrar's Office and/or university experiencepreferred.
• Prior Ellucian Colleague experience preferred.

Skills:

• Strategic thinking with the ability to identify and solveproblems while handling multiple tasks simultaneously.
• Flexibility to adapt to changing needs.
• Strong interpersonal skills and the ability to work effectivelywith a wide range of constituents.
• Strong customer service focus.
• Excellent organizational skills with good attention to detail.Ability to interact in person, via email, via telephone, and viaother electronic media.
• Excellent oral and written communication skills.
• Proficient in using Microsoft Office applications includingWord, Excel and Power Point.
• Ability to handle confidential and sensitive information withgreat care and considerable discretion.