Registrar Specialist (Course Offerings and Classroom Resources)

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About Rice

Boastinga 300-acre tree-lined campus in Houston Texas Rice University is ranked among the nations top 20 universities by U.S. News & World Report. Rice has a 6-to-1 undergraduate student-to-faculty ratio and a residential college system which supports students intellectually emotionally and culturally through social events intramural sports student plays lectures series courses and student government. Developing close-knit diverse college communities is a strong campus tradition which is why Rice is highly ranked for best quality of life and best value among private universities.

Rice is also a wonderful place to work. Rice faculty staff and students share values that are essential to our success as a healthy community. Those values guide our decisions and behaviors and shape Rices culture. They come through in the way we treat each other and the welcome we extend to our visitors. These values can be recalled simply by our name RICE Responsibility Integrity Community and Excellence.

Position Summary

The Office of the Registrar (OTR) at Rice University supports the educational mission of the university by working with the Rice community to maintain the accuracy and integrity of its educational records provide quality service and support innovative systems that enhance academic support.

The Registrar Specialist (Course Offerings and Classroom Resources)is a position within the Office of the Registrar (OTR). The Registrar Specialist coordinates various operations related to course offerings and classroom resources and will also serve as a flexible resource across teams as needed. This includes but is not limited to:

Course and Exam Scheduling

• Course Schedule Management:Coordinates the course schedule production process from initial departmental submissions to final publication ensuring adherence to university scheduling policies and deadlines.
• Departmental Consultation:Serves as a primary scheduling resource and consultant for academic department administrators providing expert guidance on scheduling best practices system usage and conflict resolution.
• Final Exam Scheduling:Assists in the production of the official final exam schedule each semester.
  

Course Catalog Management

• Course Catalog Management: Coordinates the course catalog production process from initial departmental submissions to final publication ensuring adherence to university coursepolicies.
• Departmental Consultation:Serves as a primary course catalogresource and consultant for academic department administrators providing expert guidance on course catalog best practices system usage and conflict resolution.
  

Classroom and Resource Management

• Academic and Event Assignment:Assists with the assignment of all academic courses and related events (e.g. midterms review sessions) to the universitys 100 general-purpose classrooms in Ad Astra.
• Event Request Management:Assists with the assignment of ad-hoc event requests from across the university coordinating for the most effective use of campus space.
• Classroom Improvements:Assists in the review of and maintenance of classroom inventory and conditions; identifies and recommends improvements to classrooms; collaborates with Facilities (F&CP) and IT (OIT) to maintain and improve classroom conditions
  

Systems Training Communication and Documentation

• Technology Management:Serves as a key administrative user for scheduling systems (Ad Astra CourseLeaf CLSS) responsible for assisting in the configuring testing and implementing system upgrades and new features.
• Data Integrity:Performs regular audits of scheduling and course data within Banner Ad Astra and CourseLeaf CLSS to ensure accuracy and consistency across platforms.
• Training and Documentation:Assists in the development and maintenance of a comprehensive library of training materials user guides and FAQs; assists in the training of department schedulers.
• Customer Service: Deliver frontline support to students faculty and staff across all service channels including in-person phone email and ticketing system.
• OTR Communications: Assist in the development and dissemination of Registrar-related communications to students faculty and staff.
• Special Projects and Operational Support: Participate in cross-team projects data integrity audits business process analysis and improvements special projects system testing documentation and staff training.

Workplace Requirements

• Ability to work within a fast-paced office environment with changing priorities critical deadlines and the need for multitasking.
• Ability to work both autonomously and as a member of a team with minimal supervision.
• Ability to quickly learn and use new systems processes procedures and complex office functions.
• Office environment; standard working hours full-time 40 hours per week. Occasional additional hours outside of normal working hours due to regular and seasonal activity.
• On-campus position:This position is exclusively on-site necessitating all duties to be performed in person. PerRice policy 440 work arrangements may be subject to change.

*Exempt (salaried) positions underFLSA are not eligible for overtime.

Minimum Requirements

• Bachelors Degree
  • In lieu of the education requirement additional related experience above and beyond what is required on an equivalent year-for-year basis may be substituted.
• One or more (1) years of related experience.
  • In lieu of the experience requirement additional related education above and beyond what is required on an equivalent year-for-year basis may be substituted.
• Skills Required:
  • Demonstrated experience in an office or administrative environment preferably experience in records (and data) management accounting or another closely related field.
  • Excellent interpersonal verbal and written communication skills; excellent customer service skills.
  • Strong analytical and problem-solving skills with a high degree of accuracy and an uncompromising attention to detail.
  • Experience with PC computers including intermediate-level proficiency with the Microsoft Office suite of software applications; basic to intermediate understanding of database concepts.
  • Knowledge of higher education academic curriculum: the relationship between degrees majors and where applicable major concentrations minors and certificates.
  • Experience and understanding of applicable laws regulations and policies including how they are applied within their assigned functional area.
  • A high level of business acumen professionalism and maturity including the ability to maintain confidence with sensitive student records information.
  • Strong organizational skills and the ability to prioritize work assignments.

Preferences

• Education Preferred:
  • Advanced Degree
• Experience Preferred:
  • Three or more (3) years of related experience.
  • Experience in higher education particularly experience in a college or university Registrars Office.
  • Experience and history in participating in professional organizations (e.g. TACRAO SACRAO AACRAO) and contributions to the registrar profession.
• Skills Preferred:
  • Technical skill and experience with specialized software tools commonly used in Registrars Offices such as Ellucian Banner Degree Works Leepfrog CourseLeaf products (CAT CIM CLSS) etc.
  • Skill and experience interfacing software tools (SQL Developer Access etc.) with Oracle tables and views formulating queries form design and reporting etc.

Essential Functions

• Coordinates and maintains the data and corresponding communications within an assigned (Office of the Registrar) functional area using specialized software and programs.
• Assists in the maintenance of complete current and historical records both electronic and paper ensuringthe ability to quickly retrieve information and generate reports as needed.
• Coordinates and performs the comprehensive review maintenance submission and changes to records and data within an assigned functional area; ensure timely updates and accuracy across all official documentation (university and office policies business process documentation the universitys General Announcements etc.).
• Ensures meticulous adherence to data entry timelines and suggests new innovative methods for meeting deadlines or facilitating the seamless transfer of data to enhance overall efficiency.
• Assists in the ongoing development adherence and maintenance of standards policies and procedures; documents business processes office policies and procedures; and routinely audits documentation.
• Performs detailed analyses and routine data integrity audits; consistently reviews and analyzes data and ensures consistent data accuracy.
• Ensures the conformity of record release procedures to the applicable policies and legal requirements governing the confidentiality of student records including the Family Educational Rights and Privacy Act (FERPA) and all other applicable laws and regulations.
• Provides regular guidance instruction and direction in response to inquiries and requests for information from the university community.
• Maintains current professional knowledge in the (registrar) profession including in the area of student records management and student records technology.
• Performs all other duties as required.

Additional Functions

• Has shared responsibility for the content on the Office of the Registrar web pages; contributes toward the development and editing of website informational text to communicate policies and procedures to the university community and beyond.
• Has shared responsibility to make ongoing updates and improvements to Office of the Registrar business process documentation (specifically the OTRwiki monthly task schedules and the OTR annual production calendar.
• Serves as a customer service representative for the Office of the Registrar serves as a backup to other professional staff and assists in other office functional tasks as needed.

Rice University Office of the Registrar website:

Rice University HR Benefits website: Mission and Values: University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into our candidate pools. Rice considers qualified applicants for employment without regard to race color religion age sex sexual orientation gender identity national or ethnic origin genetic information disability or protected veteran status. Rice also provides reasonable accommodations to qualified persons with disabilities. If an applicant requires a reasonable accommodation for any part of the application or hiring process please contact Rice Universitys Disability Resource Center at or for support.

If you have any questions please email us at. Thank you for your interest in employment with Rice University.