Role/Level/Range: ACRP/4/ME Starting Salary Range: $59,159 - $76,710 Employee group:Full Time Schedule: M-F 8:30 a.m. to 5 p.m. Employee subgroup: Exempt Location: Baltimore, MD Department name: Office of Education Personnel area: Carey Business School
The Associate Registrar is primarily responsible for building and maintaining the academic schedule of classes at the Carey Business School. This position is directly involved in curriculum planning sessions, must stay abreast of pending program sequence changes, and will be expected to offer all institutional stakeholders accurate information related to course scheduling. This position acts as a liaison with the Offices of Education and Faculty to ensure all relevant course data is documented and consistent across programs of study. This position is also responsible for overseeing the entering and maintenance of official course and schedule information in the university student information system (SIS). The Associate Registrar directs the activities of staff in aspects of data operations and data integrity, and serves as a data steward for the Office of Education. The Associate Registrar also coordinates, makes recommendations, and implements established data procedures in the SIS to ensure data are current, complete, and accurate. This position is one of the primary testers of new SSS enhancements for the unit. The Associate Registrar is the project manager for Carey's portion of the university-wide Degree Audit program, including implementation and maintenance of the system in coordination with changes to academic programs of study. The Associate Registrar reports to the Registrar, but works closely with all members of the Registration Office.
The primary duties and responsibilities of the job:
Develops academic year course schedules in collaboration with Office of Education administration.
Serves as academic course scheduling liaison with Office of Faculty.
Plans and implements scheduling production timeline, and coordinates schedule creation, data entry, and proofing.
Works with appropriate Office of Education and Office of Faculty representatives to ensure accurate course numbers, descriptions, and prerequisites are assigned in SIS.
Collaborates with Administrative Manager in the Office of Faculty regarding changes to assigned course offerings in relation to faculty needs.
Works with Office of Education and Office of Faculty representatives on projection of courses for budgeting purposes. Updates the Finance Office with changes that may directly impact faculty budgeting.
Coordinates the notification of schedule changes to students, administrators, and faculty.
Oversees the monitoring of course enrollments for waitlists, low numbers, or other issues.
Manages the utilization and allocation of institutional classrooms and recommends classroom administrative policies.
Resolves scheduling and room questions as they arise.
Rigorously updates and preserves academic course schedule in SIS.
Data Management and Analysis
Works to identify enrollment trends through data analysis in collaboration with school's Institutional Research team
Responsible for the data accuracy of all schedule information in SIS.
Validates all changes/additions made to course, offering, and section levels in SIS.
Determines need for and adds any rules, restrictions, or requirements to SIS.
Develops and maintains the Degree Audit system.
Trains administrative and advising staff regarding the functions and use of the Degree Audit system.
Submits JIRAs for all SIS related issues.
Ensures data entry, analysis, and report generation are accurate and completed within established deadlines.
Ensures integrity of SIS data related to student records.
Maintains and troubleshoots self-service registration system.
Runs statistical error reports for data clean-up of student records.
Tests functionality each time a new updated version is made to SIS.
Attends SIS users meetings as needed.
Requests new functions in SIS and Degree Audit systems.
Researches and resolves discrepancies in reports through work with Office of Software Reporting Services.
Serves as a SIS liaison with Teaching and Learning at Carey team.
Performance Management and Leadership
Primary Supervision of the Scheduling Academic Services Specialist
Plans for and ensures functional and administrative supervision of Registrar staff.
Provides office leadership.
Ensures staff receive frequent and constructive feedback, including evaluations.
Addresses and documents performance issues as they occur.
Sets staff priorities and maintains office operations and work flow.
Develops and cultivates procedures for data management.
Interviews, hires, and trains new staff members.
Monitors the quality of office services and makes recommendations for improvements.
Reviews office safety issues to assure a healthy workplace.
Keeps policy and procedure manuals accurate and up-to-date.
Ensures coordination of activities with other departments at Carey Business School.
Makes recommendations to the Registrar regarding the development of new policies or modifications of existing policies and procedures.
Coordinates and supervises each registration period.
Maintains current and historical registration records.
Maintains an accurate, confidential, and efficient record keeping system, whether paper and/or electronic.
Effectively resolves student registration issues.
On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within a functional area.
Performs duties in a timely and professional manner.
Maintains a strong customer service-oriented
Performs other duties as assigned
Bachelor's degree from a regionally accredited college or university required; Master's preferred. Five years of related experience within higher education. Experience working with faculty and academic administrators required. Advanced degree may substitute for required experience to the extent permitted by the JHU equivalency formula (18 graduate degree credits may substitute for one year of experience).
Special skills and knowledge:
Knowledge of higher education best practices for scheduling, registration and operational procedures.
Knowledge of research methods and statistical techniques
Knowledge of effective, efficient, and confidential electronic and paper records retention methods.
Knowledge of federal, state, and local laws regarding student privacy and records administration and retention.
Knowledge of Carey Business School academic degree and non-degree programs and student services. Knowledge of Carey Business School Handbook/Catalog, policies and practices.
Knowledge of student information systems (SIS), SIS reporting features, and Degree Audit.
Strong organizational, analytical, and problem-solving skills.
Ability to collaborate and build strong, effective working relationships with others.
Ability to work independently and exercise independent and professional judgment.
Ability to work well under pressure, meet competing timeframes, and prioritize work.
Ability to interact with a diverse student population (ability, ethnicity, gender, age, and interests).
Proficiency in Windows-based Microsoft Suite applications, including Word, Excel and Access; preferably including databases and JHU mainframe systems including USIS and SIS.
Strong verbal and written communication skills, with the ability to prepare reports and detailed correspondence, as well as make professional public presentations.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130... years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.