Assistant Registrar (Classroom Resources and Course Offerings) – Office of the Registrar

Special Instructions to Applicants: All interested applicants must attach a cover letter and a resume in the Supporting Documents section of the application in a PDF format. Please note that the applicant tracking system does not convert attachments in Word format successfully.

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 Assistant Registrar (Classroom Resources and Course Offerings) is a position within the Office of the Registrar (OTR). Under limited supervision the Assistant Registrar (Classroom Resources and Course Offerings)administers various mission-critical operations related to the universitys classroom infrastructure and use as well as the Course Schedule. This includes but is not limited to:

Classroom Assignments and Resource Management

• Academic and Event Classroom Assignment: Year-round (and throughout all terms/semesters) manages the assignment of all academic courses and related events (e.g. midterms review sessions) to the universitys 100 general-purpose classrooms in Ad Astra.
• Classroom Improvements: Maintains knowledge of classroom inventory and conditions; identifies and recommends improvements to classrooms; regularly collaborates with Facilities (F&CP) and IT (OIT) to maintain and improve classroom conditions; identifies needs recommends improvements and serves as a key member of the Classroom Quality Management Team (CQMT).
• Event Request Management: Manages and assigns ad-hoc event requests from across the university coordinating for the most effective use of campus space.

Course and Final Exam Scheduling

• Course Schedule Management: Oversees the production process of the Course Schedule from initial departmental submissions to final publication ensuring adherence to the universitys course 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:Develops produces and communicates the official final exam schedule each semester managing all related logistics and exception requests.

Analysis Strategy and Policy

• Utilization Analysis:Conducts and presents comprehensive analysis of classroom utilization data to identify trends peak usage times and opportunities for optimization.
• Strategic Reporting:Develops data-driven reports and dashboards for university leadership to inform strategic decisions regarding new classroom construction renovation priorities and long-term academic scheduling policies.
• Policy and Benchmarking:Researches and benchmarks against peer institutions to recommend and develop updates to the universitys classroom and course scheduling policies.
• Continuity and Risk Planning:Develops and maintains academic continuity plans for emergency classroom relocations ensuring minimal disruption to instruction and mitigating institutional risk.

Systems and Training

• Technology Management:Acts as the primary functional lead for academic scheduling systems (Ad Astra CourseLeaf CLSS); responsible for 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:Develops and maintains a comprehensive library of training materials user guides and FAQs; conducts regular training workshops for department schedulers.

Additionally working as a member of a team the Assistant Registrar (Classroom Resources and Course Offerings) administers and assists with other OTR operations as needed including (but not limited to) business process analysis and improvement training office communication data review/data integrity audits special projects etc.

The ideal candidate is a service-oriented detail-focused professional who enjoys solving complex operational problems and working collaboratively with campus partners specifically university faculty and instructors academic department personnel Facilities and Capital Planning and Educational Technology. The ideal candidate is analytical organized and comfortable making decisions in a fast-paced environment with competing priorities while maintaining a high level of accuracy and professionalism. This individual brings experience in coordinating spaces schedules and events has technical experience using academic and scheduling systems (e.g. Banner CourseLeaf and Ad Astra) and demonstrates strong interpersonal and communication skills.

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.
• Three or more (3) 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.
• Excellent analytical and problem-solving skills with a high degree of accuracy and an uncompromising attention to detail.
• Experience with PC computers including intermediate- to advanced-level proficiency with the Microsoft Office suite of software applications; 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 and maturity including the ability to maintain confidence with sensitive student records information.
• Excellent organizational skills and the ability to prioritize work assignments.

Preferences

• Advanced Degree
• Five or more (5) 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

• Manages and maintains the data and corresponding communications within an assigned (Office of the Registrar) functional area using specialized software and programs.
• Manages complete current and historical records both electronic and paper ensuring the ability to quickly retrieve information generate reports and provide additional statistical insights as needed.
• Manages and performs the comprehensive review maintenance submission and changes to records and data within an assigned functional area; ensures 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 introduces innovative methods for meeting deadlines or facilitating the seamless transfer of data to enhance overall efficiency.
• Coordinates the ongoing development adherence and maintenance of standards policies and procedures; documents business processes office policies and procedures; and routinely audits documentation.
• Performs high-detail 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; researches and suggests options for new technologies to improve efficiency and functionality.
• 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.