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Assistant Registrar

Albany, NY - Posted on: Monday 08/01/16


About University at Albany:

Established in 1844 and designated a University Center of the State University of New York in 1962, the University at Albany's broad mission of excellence in undergraduate and graduate education, research and public service engages a diverse student body of more than 17,300 students in eight schools and colleges across three campuses.

Located in Albany, New York, New York State's capital, the University is convenient to Boston, New York City and the Adirondacks.

Job Description:

The Registrar's Office strives to provide quality service to students, alumni, faculty, staff, and others.  To this end, it promotes utilization of available technology to deliver services and information in an efficient and secure manner.  Our services are provided in a caring, fair, respectful manner, adhering to the principles of professional practices and ethical standards enunciated by our professional organization (AACRAO).

The Assistant Registrar (multiple positions) reports to the Associate Registrar and serves as one of three individuals responsible for managing operations related to scheduling, classroom assignments, classroom space analysis and upgrades, grading, final exam scheduling, etc.  The incumbents will serve as leaders in functional, technical, and business process development and refinement related to scheduling/grading/final exam scheduling and will provide functional support and interpretation to the campus in these areas.   The incumbents will work closely with other areas of the University to ensure seamless and inclusive service to all that visit or seek the services of the Registrar's Office.

The Assistant Registrars will actively search for ways to streamline functions in the scheduling, grading, and room assignment area, as well as within the Registrar's Office as a whole.   In addition, they will work with schools and departments to match faculty needs with available classrooms.  Continuous attention will be given to process improvements in scheduling through work with campus constituents on the maximization of classroom space.   On-going analysis of the use of classroom space, as well as reporting, will be required in each of these positions.  Individuals will document and refine all work and processes related to the Event Management System (EMS) Client, EMS Campus Planning Interface, and Virtual EMS as it relates to developing the schedule of classes and maintaining academic reservations.  

Additional responsibilities will include:

  • Support for College Scheduler
  • Management of National Student Clearinghouse (NSC) transmissions, transactions, error files, etc.
  • Engaged Learning Coding
  • Coordinate and manage the development of the Schedule of Classes 
  • Provide oversight to the management of the electronic scheduling mailbox; manage (individual and broad scale) correspondence to University constituents regarding the Schedule of Classes
  • Serve as an EMS administrator
  • Prepare reports which summarize and analyze course and enrollment distributions
  • Work with campus committees to plan classroom renovations, equipment needs, and provide for meeting the changing needs of students and faculty 
  • Oversee the processing of University work orders related to classroom furniture and furnishings
  • Oversee surplus of furniture when classrooms come off line or furniture is reallocated
  • Train University staff in the use of PeopleSoft and EMS relative to the construction of the Schedule of Classes and selection of rooms
  • Coordinate and manage grading activities, communicate with faculty regarding problems and blank grades, set and run final grading for all terms, set the schedule and publish exam schedules in accordance with University policy
  • Responsible for developing new requirement groups as requested by Departments and for maintaining current enrollment requirement groups
  • Oversight of Wait Lists
  • Oversight of Repeat Checking
  • Work with University in the High School (UHS) Program on scheduling and grading
  • Reconcile the Physical Space Inventory (PSI) in conjunction with Campus Planning Conduct annual assessments of campus classroom space
  • Provide support for Degree Works implementation
  • Provide support for NCAA certification


Required qualifications:

  • Bachelor's Degree from a college or university accredited by the U.S. Department of Education or an internationally recognized accrediting organization
  • Demonstrated experience with utilization of Registrar systems and databases, as well as university academic policy, procedures, and practices
  • Demonstrated professional-level experience in at least three major Registrar functions (e.g., electronic records and registration, scheduling and related software applications, degree audits and related software applications, NCAA academic certification, reporting and use of reporting tools, degree and enrollment certifications, automated transcript systems, etc.)
  • Demonstrated experience in managing academic records, scheduling classes, assigning space, grading, and final exam scheduling
  • Must have demonstrated experience working with PeopleSoft (or other student information systems) and other technological platforms used in a college/university Registrar's Office
  • Demonstrated experience in data analysis and reporting
  • Strong interpersonal and written/oral communication skills
  • Excellent organizational, administrative, communication, leadership, decision-making skills are essential as well as the ability to work individually and in a team setting.
  • Applicants must address in their application their experience and ability to work with diverse populations and contribute to an inclusive environment.

Preferred Qualifications:

  • Master's Degree from a college or university accredited by the U.S. Department of Education or an internationally recognized accrediting organization
  • Demonstrated experience in working with PeopleSoft, EMS, EMS Campus Planning Interface, and Virtual EMS, National Student Clearinghouse (Enrollment and Degree Verification, file structure, etc.), and College Scheduler, or comparable systems

Additional Information:

Professional Rank and Salary Range: SL-3, Salary $50,000, Non-Negotiable (Multiple Positions), Assistant College Registrar

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link http://police.albany.edu/ASR.shtml


To Apply:

Please apply online via http://albany.interviewexchange.com/candapply.jsp?JOBID=73402

Application Instructions:

Applicants MUST submit the following documents:

  • Resume/CV and cover letter addressing qualifications in posting 
  • List of 3 current professional references with e-mails and phone numbers

Special Note: If selected for an interview, a reference from your current supervisor may be requested.  No phone calls/e-mails please.

Note: After submitting your resume, the subsequent pages give you instructions for uploading additional documents (i.e. cover letter etc.).

See the FAQ for using our online system. Please contact us if you need assistance applying through this website.

Returning Applicants - Login to your U-Albany Careers Account to check your completed application.

Closing date for receipt of applications: August 28, 2016