Student Services & Catalog Specialist

Abilene Christian University; United States; On-site; USD 52,000 - 65,000; Full time

Job summary

Abilene Christian University (ACU) seeks a Records and Catalog Coordinator to maintain accurate documentation of academic programs, courses, and policies, and to oversee catalog and calendar publications in print and electronic formats.

The role collaborates with AUAC, academic councils, and registrar staff; coordinates scheduling, council agendas, and calendar communications; and supports front-line customer service for faculty, staff, and students.

Qualifications

• Bachelor’s degree required.
• Experience with university academic processes preferred.
• Ability to work effectively in a collaborative team environment.
• Excellent oral and written communication skills.
• Excellent organizational skills.
• Self-starter with initiative.
• Respect for confidentiality of student records.
• Commitment to serving faculty, staff, and students.

Responsibilities

• Maintain accurate, current documentation of academic programs, courses, and policies.
• Oversee publication of the catalog, academic calendar, and forms in print and electronic formats.
• Coordinate scheduling of the academic calendar and course sections.
• Assist Registrar with probation/suspension and readmissions processes.
• Manage evaluation and awarding for credit by examination.
• Provide front-line customer service to faculty, staff, and students.

Skills

Communication

Organizational skills

Attention to detail

Team collaboration

Initiative

Education

Bachelor's degree

Job description

ACU is affiliated with the fellowship of the Church of Christ. This position requires the employee to be a professing Christian and to be willing to support the Christian mission of ACU.

This position is primarily responsible for the recordkeeping of the academic courses, degrees, and the academic calendar for the university. This position also coordinates the production of the catalog and provides front-line customer service support when needed.

Basic Responsibilities

• Maintain accurate, current documentation of academic programs, courses, and policies.
• Oversee and direct the publication of major academic documents (catalog, academic calendar, and academic forms) in both print and electronic formats.
• Manage and coordinate scheduling of the academic calendar, including course section input, registration, and implementation of decisions regarding the university calendar as they impact academic processes.
• Assist the Registrar in managing the academic probation/suspension process and the readmissions process.
• Manage the evaluation and awarding process for all credit by examination.
• Provide support and backup for office functions, including customer service to faculty, staff, and students.

Essential Duties

• Essential duties include the following.
• Other duties may be assigned.
• Reasonable accommodations may be made to enable individuals to perform the essential functions.
• Maintain accurate, current documentation of academic programs, courses, and policies.
• Serve as the liaison with the Abilene Undergraduate Academic Council (AUAC), the Dallas Academic Council, the University Graduate Academic Council, and the University General Education Council (UGEC), including taking notes, reviewing minutes for consistency and accuracy, and distributing minutes.
• Coordinate the scheduling of council meeting dates, times, and locations.
• Coordinate with the Provost's office to establish council agendas.
• Follow up with department chairs, program directors, and deans on agenda items and communicate council action.
• Follow up with necessary processes and communication to ensure that action by all councils is implemented.
• Maintain official master files and course inventory for academic programs.
• Develop and implement a timely and systematic process to update technical components necessary to reflect new or revised requirements to courses, academic programs, and policies.
• Ensure curriculum change information is shared with appropriate Office of the Registrar staff to facilitate degree audit system updates.
• Oversee and direct the publication of major academic documents (catalog, academic calendar, and academic forms) in both print and electronic formats.
• Produce the University Catalog, including establishing and communicating a catalog revision schedule for deans, departments, program directors, and other campus offices.
• Review all submitted catalog revisions for consistency and accuracy.
• Produce appropriate linkages of catalog material for use by ACU Marketing within the university.
• Produce and provide a printed version of the online catalog for selected audiences.
• Produce and maintain original copies of academic forms.
• Manage the online academic calendars for the university.
• Manage and coordinate scheduling of the academic calendar, including course section input, registration, and the communication of decisions regarding the university calendar as they impact academic processes.
• Train and assist staff in each college regarding course section input in the university's information system (Workday); provide ongoing updates and support as needed.
• Communicate the relevant deadlines for information to be input to each college and provide reminders so deadlines are met in a timely manner.
• Serve on the University Calendar Committee (UCC) to facilitate the creation and maintenance of the online academic calendars for the university.
• Assist the chair of the UCC in establishing meeting dates, agendas, minutes, and other communication regarding the university calendar, and in maintaining an ongoing, multi-year calendar planning document.
• Serve as the point of contact for communication with external entities (universities, public and private school districts, etc.) regarding calendar issues.
• Assist the Registrar in managing the academic probation/suspension process and the readmissions process.
• Serve as the point of contact for students for both suspension appeals and readmissions processes, including tracking student progress toward completion of requirements and communicating with students.
• Attend committee meetings and take notes on committee decisions.
• Manage the evaluation and awarding process for all credit by examination.
• Coordinate with the University Testing Center to ensure receipt of all CLEP and other credit by examination scores.
• Confer with relevant academic departments to ensure that scores on credit by examination instruments correctly align with ACU course credit.
• Record appropriate ACU course credit for all students based on credit by examination guidelines.
• Provide support and backup for office functions, including customer service to faculty, staff, students, and visitors.

Qualifications

• Professional Bachelor's degree required.
• Previous experience with university academic processes preferred.
• Demonstrated ability to work effectively in a collaborative team environment.
• Excellent oral and written communication skills.
• Excellent organizational skills.
• Personal Attention to detail.
• Professional appearance and attitude.
• Self-starter who takes initiative.
• Ability to think creatively and develop new processes.
• Ability to meet deadlines and work under pressure during peak periods.
• Willingness and eagerness to learn.
• Respects the confidential nature of student records.
• Enjoys serving faculty, staff, and students.

ACU does not unlawfully discriminate on the basis of race, color, age, sex, disability, genetic information, national or ethnic origin in employment opportunities, in keeping with applicable state and federal law.

ACU is committed to maintaining a safe and secure campus environment and protecting the university's financial and physical assets. Therefore, Abilene Christian University conducts background checks on all candidates for employment in security sensitive positions. As a current employee, it will be determined if you need an additional background check upon your hire.

Abilene Christian University is the premier university for the education of Christ-centered, global leaders, offering an exceptional education to about 6,700 students annually from 51 states and territories, and 42 nations.

This private, comprehensive university, founded in 1906 in Abilene, Texas, offers 88 baccalaureate majors that include more than 175 areas of study, 77 areas of study in master’s degree and specialist programs, and five doctoral programs.

It has been ranked as one of the top institutions in the nation for undergraduate research, undergraduate teaching, first-year experiences, service learning, study abroad and learning communities.

ACU’s mission is to educate students for Christian service and leadership throughout the world.

ACU Dallas, a branch campus in Addison, Texas, is the home of the university’s online undergraduate, graduate, and professional programs.

Questions? Contact Human Resources at [e-mail] or call 325-674-2359.