Assistant University Registrar - Scheduling & Space Optimization

27869BR

University Registrar

Position Overview

The Office of the University Registrar reports to the Vice Provost for Enrollment Management which includes the following functional units: Office of Undergraduate Admissions, Financial Aid and Scholarships, Student Information Systems, Office of Graduate Admissions, and the Office of the University Registrar.

The Office of the University Registrar (OUR) is responsible for catalog overview, course set-up, scheduling, room reservations, transfer credit & course equivalencies, student enrollment, tuition and fee assessment, production and maintenance of the academic record including the official academic transcript, enrollment certification, graduation, and diploma production.

The Assistant University Registrar – Scheduling and Space Optimization is responsible for utilizing the PeopleSoft SIS, 25Live and other software to develop and coordinate accurate and efficient academic schedules. The Assistant Registrar is also responsible for managing the analysis, assignment, and optimization of instructional space that the master schedule process demands, including recommending and implementing process improvements to make the functions more efficient and service oriented. This position works with the Associate Registrar to develop and implement policies and procedures for academic space scheduling and space optimization, utilizing data from historical utilization and best practices. The Assistant Registrar also oversees curriculum inventory and system maintenance to ensure an accurate course inventory that aligns scheduled course offerings with institutional policy. The ideal candidate will have excellent organization and communication skills. 

If you are looking for a rewarding and dynamic career, look no farther than the University of Kansas. In addition to a competitive salary, KU offers great benefits to employees with up to 176 hours of paid vacation per year, 96 hours of sick leave earned per year, 10 paid holidays plus one discretionary day, a great retirement program, medical and dental insurance, life and disability insurance, other benefit plan options and state of Kansas discounts offered by various vendors. KU also offers employees educational and professional development opportunities. KU is a great place to work!

Job Description

Academic Space Scheduling, Data, and Software Management (40%)

• Serve as system administrator for academic spaces scheduling in space scheduling software of 25Live.
• Solicit, construct, and update the master schedule of courses in the Campus Solutions enterprise system in step with changes to the curriculum proposed through the formal curriculum approval process; monitor compliance with standard meeting pattern and standard calendar alignment.
• Negotiate changes to classroom assignments among faculty, program coordinators, chairs, and deans under the guiding principle that broader University instructional space needs supersede individual requests; facilitate the relocation of instructional activities to workable instructional space during transitional periods caused by facility construction, renovation, or emergency/business continuity operation; accommodate instructor and student instructional space needs in compliance with the Americans with Disabilities Act.
• Maintain an accurate classroom inventory for internal scheduling needs; generate reports to identify classroom shortages and potential space availability; run and distribute master schedule and room utilization reports for planning and assessment purposes; function as the 25Live office expert to leverage classroom and instructional space assignment technology.
• Implement authorized changes to course schedule meeting times, faculty and classroom assignments, grading modes, credit hours, and schedule types into the Campus Solutions enterprise system throughout the master schedule process and term.
• Oversee the develop and distribution of the final exam schedule and determine/distribute room assignments for common final exams; create an auxiliary exam/classroom database for final exam week and develop and communicate final exam contingencies due to unforeseen interruptions or inclement weather.
• Manage the positive, collaborative relationship between the Office of the University Registrar and academic units.

• Lead the management of the course curriculum system, overseeing the creation of new courses, and ensuring the continuous upkeep and enhancement of existing course offerings.
• Offer technical guidance on curriculum proposals and course inventory management, utilizing expertise in both curriculum workflow tools and student information systems. Collaborate on the coordination of annual updates to the University catalog.
• Supervise the curriculum creation workflow, ensuring the precise input of all new, revised and discontinued courses into instructional databases. Uphold accuracy in curriculum and prerequisite codes, aligning with institutional policies and state guidelines. Maintain comprehensive curriculum master file and associated databases. Provide support to faculty in determining course unit values and credit hours in alignment with intended course schedule offerings.

• Supervise the full-time professional staff; approve leave requests, time sheet, monitor performance issues and complete annual performance appraisal. Contribute to the development of the office strategic plan and implement strategies to meet office goals; draft annual report; assess office goals and draft assessment reports; generate reports and analyze data related to course enrollments, classroom usage, and scheduling conflicts.
• Continually assess the process for schedule development and develop and implement new procedures to streamline scheduling and room assignments with input from college deans, program coordinators, directors, facilities, and other relevant university constituents. 
• Support the University's academic mission by serving on appropriate academic committees and attending academic events. The Assistant Registrar assists the Registrar's office in various other functions as needed for the smooth functioning of office operations.
• Serve as resource to faculty, staff, and students regarding policies and procedures as they pertain to course creation and maintenance as well as scheduling classes, examinations, events, and activities within academic spaces.

Required Qualifications

Preferred Qualifications

Contact Information to Applicants

Casey Fraites-Chapes
[email protected]

Additional Candidate Instruction

In addition to the online application, the following documents are required to be considered for this position:

Incomplete applications will not be considered.

Advertised Salary Range

$58,000

Application Review Begins

29-May-2024

Anticipated Start Date

24-Jun-2024

Primary Campus

University of Kansas Lawrence Campus

FLSA Status

Administrative

Employee Class

U-Unclassified Professional Staff

Job Family

Administrative/Management-KUL

Work Location Assignment

Hybrid

Disclaimer

The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX, [email protected], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.