Scheduling/Operations Specialist

Rhode Island College; Providence, Northern (RI, KY); Hybrid; USD 60,000 - 68,000; Full time

Benefits offered by this job

Health and Wellness – Medical, Dental

Vision benefits

Paid time off

Disability insurance

Tuition waivers for RIC, CCRI & URI

Job summary

Rhode Island College is seeking a Scheduling/Operations Specialist to support the Registrar’s Office in course registration, scheduling, and student records for undergraduate, graduate, and BPS programs. You will maintain accurate data across PeopleSoft and EMS, coordinate with departments, and resolve scheduling issues while ensuring FERPA compliance.

The role requires collaboration with faculty and campus offices, excellent communication, and a commitment to accuracy in enrollment, room

Qualifications

• Two years of experience with academic advising and/or student records in a higher education institution.
• Experience with student information systems such as PeopleSoft.

Responsibilities

• Support course registration, scheduling, and student records for undergraduate, graduate, and BPS programs.
• Maintain accurate records and schedules across PeopleSoft and EMS.
• Collaborate with academic departments and campus offices to allocate classrooms and resolve scheduling issues.
• Assist with end-of-term processing, FERPA compliance, and reporting.

Skills

Attention to detail

Communication skills

Independent worker

Contemporary computer tech

Team collaboration with students/fac/f

Academic policy knowledge

Tools

PeopleSoft

EMS

Job description

Please see Special Instructions for more details.

• Please be advised that the college is unable to provide visa sponsorship for this position. Candidates must have authorization to work in the US without the need for employer sponsorship.
• The College requires that all applicants and employees be able to perform the essential functions of the job and will explore reasonable accommodations for individuals with disabilities.

Position Information

Posting Number

Posting Number NC00897

Position Title

Position Title Scheduling/Operations Specialist

Division

Division Student Success Division

Department Name

Department Name Office of the Registrar

Position Type

Position Type Staff - Non Classified

Position Overview

Reporting to the Associate Registrar, the Scheduling/Operations Specialist supports the Registrar’s Office with course registration, academic scheduling, and student records for undergraduate, graduate, and BPS programs. The position is responsible for maintaining accurate records and schedules across systems such as PeopleSoft and EMS , while assisting with enrollment, classroom assignments, and student record changes. The Specialist works closely with students, faculty, academic departments, and campus offices to resolve scheduling and data issues and ensure compliance with College policies. The role also supports reporting, data analysis, semester enrollment processes, and end-of-term system updates. Additionally, the Specialist provides guidance on academic policies, FERPA , and related procedures while delivering timely and professional customer service.

Primary Purpose

Reporting to the Associate Registrar, the Scheduling/OperationsSpecialist will assist with all aspects of the course registration and scheduling process. The Scheduling/Operations Specialist is pivotal in maintaining accurate and timely records for the College’s undergraduate, graduate, and BPS programs, providing crucial administrative support for student data input and analysis, process review, and reporting. They will assist the Registrar’s Office to ensure all functions are being performed accurately and in a timely manner: course registrations and withdrawals, Grade Changes, Changes in major/minor, FERPA consent forms, etc… The Scheduling/Operations Specialist is responsible for assisting students, faculty, and staff on college academic policies and procedures including FERPA .

• Support all facets of developing, managing, and communicating the college’s master academic schedule, including coordinating with the calendar committee and other college departments.
• Identify scheduling discrepancies and work with Associate Registrar to provide solutions based on established guidelines and compliance to ensure the integrity and accuracy of the master schedules, particularly in developing multiple semester scheduling.
• Assist with the auditing of department course schedules to ensure college academic polices as outlined in MAPP are followed.
• Reconcile the college’s student information system PeopleSoft, scheduling software, and the facilities database ( EMS ) to ensure general purpose classroom data is accurate and up-to-date across all systems.
• Collaborate with academic departments and campus administration to assign academic spaces for classes and events and devise creative solutions for complex issues related to the general-purpose classroom inventory.
• Input the course schedule room assignments into the EMS system by determined dates for each semester, and serve as a liaison with administrative offices that have shared responsibilities for centrally managed classrooms (Facilities Planning and Management, Information Technology Services, etc.
• Work with disability services and human resources to ensure ADA needs of students and faculty are met in classroom assignments.
• Assist with end of term programming and system rollover.
• Support the research, resolution, and reporting of enrollment and enrollment errors/data discrepancies between NSC , NSLDS , and the college’s student information system in compliance with federal guidelines.
• Contribute to data collection and analysis to improve the college’s curriculum and instruction management infrastructure to aid in planning, documentation, and reporting.
• Responsible for properly maintaining student and academic records in the College’s SIS – PeopleSoft.
• Support the programming of PeopleSoft, each semester, with the approved enrollment appointment times for students.
• Assist with the enrollment verification process each semester, including running and distributing reports which identify students who have not attended all or some of their courses, and updating PeopleSoft accordingly.
• Support the credentialing functions of the Registrar’s Office including student records, transcripts, and degree verification for all student types.
• Process student record changes, including but not limited to: change of program/major, incomplete grades, change of grade, course withdrawal, college withdrawal, and readmission to the college; as well as overall grading and transcript/record distinctions such as Dean’s List.
• Provide effective and timely communication and customer service to all constituents by responding promptly and professionally to inquiries received via email, phone, or in person.
• Meets with individual students, faculty, staff, department chairs, and deans who have specific registrar related questions.
• Maintain confidentiality of student records and meetings with students in accordance with FERPA laws and regulations.

Occasional Duties

Perform other duties and responsibilities as assigned by the Registrar.

Required Skills, Knowledge, and Abilities

• Thorough understanding of applicable academic policies and procedures relevant to Registrar’s Office functions. Applies that knowledge to provide information, to problem solve, and to process information.
• Strong attention to detail.
• Excellent oral and written communication skills.
• Ability to work effectively and collegially with students, faculty, and staff.
• Experience with contemporary computer technology.
• Ability to work independently.
• Demonstrated ability to represent the college positively and effectively with students, faculty, staff, higher education colleagues, and the public.
• Evidence of commitment to professional growth and development.

Required Qualifications

Experience: Two years of experience with academic advising and/or student records in a higher education institution.

Preferred Qualifications

• Experience in Higher Education
• Experience with student information systems such as PeopleSoft.

Does this position have Direct Reports?

Does this position have Direct Reports? No

Environmental Conditions

The employee is not exposed to known adverse environmental conditions.

FLSA

FLSA Exempt

Salary Grade

Salary Grade 10NC

Full Time / Part Time

Full Time / Part Time Full-time

Proposed Starting Salary Range

Proposed Starting Salary Range $60,000-$68,000

Work Schedule

Monday-Friday
8:30am-4:30pm

Full-time employees enjoy an array of benefits including:

• Health and Wellness – Medical, Dental & Vision
• Wellness Incentives and Rewards
• Paid time Off – Vacation, Sick & Holiday
• Disability and Insurance Benefits
• Education Benefits – Tuition waivers for RIC , CCRI & URI
• Please be advised that the college is unable to provide visa sponsorship for this position. Candidates must have authorization to work in the US without the need for employer sponsorship.
• The College requires that all applicants and employees be able to perform the essential functions of the job and will explore reasonable accommodations for individuals with disabilities.

EEO Statement

Rhode Island College is an equal opportunity employer. The institution does not discriminate on the basis of race, color, national origin, sex, disability religion, age, veteran status, or any other protected status under applicable law. Rhode Island College is committed to maintain a workplace and educational environment that supports equal opportunity, professionalism and respectful engagement for all community members.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Do you have an earned bachelor's degree?
  • yes
  • no
• * Do you have two years of experience with academic advising and/or student records in a higher education institution?
  • Yes
  • No

Required Documents

• Resume
• Cover Letter

Optional Documents

Rhode Island College 600 Mount Pleasant Avenue Providence, RI 02908 [phone] www.ric.edu