Registration & Scheduling Coordinator

Trustees of the Hamline University of Minnesota; Saint Paul (MN); On-site; USD 30,000 - 33,000; Full time

Job summary

Hamline University in Minnesota seeks a full-time Registration and Records professional to administer student registration across multiple programs and to coordinate academic scheduling for undergraduate, graduate, and continuing studies. You will provide exceptional service to faculty, staff, and students regarding scheduling and registration matters.

You will report to the Associate Registrar, assist with the Student Information System, and may work overtime during peak periods as needed.

Qualifications

• Associates degree from an accredited college or university.
• Minimum of 2 years of relevant customer service experience.
• Strong communication and data handling abilities.
• Familiarity with student information systems preferred.

Responsibilities

• Register and assist with student registration for traditional programs.
• Coordinate and implement academic scheduling processes.
• Support registration systems and scheduling with documentation.
• Maintain registration forms and communicate changes to constituents.

Skills

Customer service

Attention to detail

Communication skills

Teamwork

Time management

Education

Associate degree

Tools

Workday

MS Office

Google Workspace

Job description

Founded in 1854, Hamline was the first university in Minnesota and among the first coeducational institutions in the nation. Hamline University provides a world-class education for undergraduate and graduate students. Our faculty, staff, and students cultivate an ethic of civic responsibility, social justice, and inclusive leadership and service. Hamline University is an Equal Opportunity employer. Hamline University does not discriminate on the basis of race; color; religion; creed; sex; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local human rights commission; disability; age; protected veteran status; or any other status protected by applicable law in its education or employment programs or activities. The University will provide reasonable accommodations to qualified individuals with disabilities.

JOB SUMMARY

This position exists to effectively administer the registration of all students in the College of Liberal Arts, Hamline School of Business, and Hamline School of Education and Leadership. The position will also coordinate and implement the academic scheduling processes for Hamline University undergraduate, graduate, and continuing studies programs, as well as to provide exceptional service to faculty, staff, and students regarding academic scheduling, and registration matters.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Registration

• Registration: Manage registration processes for traditional on-campus programs: a. Provide student support when registration opens each academic period. b. Troubleshoot student registration issues. c. Coordinate registration process for students returning from a study abroad program. d. Coordinate early registration for students approved by Disabilities Services. e. Maintain registration forms.
• Process registration requests that cannot be completed through the online registration system, including: specialized and independent work, and non-degree and visiting student registration.
• Act as primary point of contact for inquiries related to registration.
• Support Associate Registrar for Registration Systems and Academic Scheduling with maintenance of registration standards, procedures, and communication tools. Proactively explore, test, propose, and implement process and procedure improvements.
• Maintain documentation for registration processes, both internal and student-facing.

Scheduling

• Generate and maintain undergraduate course listings: a. Data entry for academic courses scheduled each term including: course section tags, section descriptions, course clusters and cross listings, section prerequisites b. Process schedule corrections and changes as requested and communicate revisions to various constituencies as needed
• Assists with processes for academic classroom scheduling related to 25Live.

General

• Be familiar and comply with the Family Educational Rights and Privacy Act.
• Assist with preparation and set up for the annual commencement ceremony; serve as Registration and Records office representative on projects and committees as assigned; assist in testing, maintenance, and support of processes for the Student Information System.
• Attend weekly staff meetings.
• Other duties as assigned.

REPORTING RELATIONSHIPS

This position reports to the Associate Registrar--Registration Systems and Academic Scheduling.

BUDGET MANAGEMENT RESPONSIBILITIES

This position is not responsible for the management of a budget.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND KEY COMPETENCIES

• Accuracy and attention to detail is critical and essential. Commitment to doing it right the first time. Ability to analyze, organize, and prioritize tasks and meet deadlines as necessary.
• Excellent communication skills and an attitude of customer service are essential.
• Maintain sensitive data in a confidential manner and in accordance with privacy laws and university policies.
• A willingness to learn new areas of responsibility and the ability to adapt to new and changing technology, policies, and procedures is required.
• Ability to consistently interpret and communicate academic standards and processes to a variety of campus constituencies.
• Strong computer skills, including knowledge of Microsoft and Google products. Experience with a relational database/Student Information System (such as Workday) is preferred.
• Experience working collaboratively on project teams and committees.

MINIMUM EDUCATION/EXPERIENCE

• Associates degree from an accredited college or university.
• Minimum of 2 years of relevant customer service experience.

PREFERRED EDUCATION/EXPERIENCE

• Previous work experience in higher education.
• Prior experience in a registration and records environment.

WORKING CONDITIONS / EQUIPMENT

• Ability to sit for long periods of time at the computer.
• Ability to move about campus occasionally.
• Concentration required for working in a multi-task, constantly changing work environment and dealing with a high level of interruption.

ADDITIONAL INFORMATION

• This is a full time, 1.0 FTE, non- exempt position, 12 months a year.
• This position may require overtime during peak seasons.
• Occasional night and or weekend work may be required.
• Hourly Rate: $22.76

EEO/DIVERSITY STATEMENT

Hamline University will not tolerate discrimination, harassment, or retaliation based on race; color; religion; creed; sex; sexual orientation; gender expression; gender identity; national origin; marital status; familial status; status with regard to public assistance; service with a local human rights commission; disability; age; or protected veteran status in its employment and educational opportunities. In addition, a romantic or physical relationship between a student and an employee who is not a student worker is prohibited.

Since 1854, Hamline has set the standard for excellence in education, and we continue to do so today with the help of driven individuals who are dedicated to Hamline’s tradition of doing all the good we can in all the ways we can. Our community of students, faculty, and staff take seriously the ideals of the university—scholarship, leadership, and fellowship—and work together to enact positive change locally, nationally, and globally. Join us and see how you can take the lead here at Hamline.