Scheduling Specialist & Faculty Support Registration - Naropa University

Position Title: Scheduling Specialist & Faculty Support Registration
# of Positions to Fill: 1
Department/Program: Registration 54000
Remote Work Authorization: Hybrid On-Site/Remote
Campus Location: Arapahoe Campus
Reports to: Registrar
FLSA Classification: Exempt/Salaried
FTE: 100% (40 hrs/week)
Compensation: $24.50 - $28.00 DOE

Application Deadline: 1/15/15 or until filled

Job Summary

The Scheduling & Faculty Support Specialist in the Office of the Registrar is responsible for all academic course scheduling and all aspects of producing the printed and web course schedule, as well as coordinating centralized space scheduling and related policy and procedure. Lead position for departmental faculty services, primarily course data. Success in this role is assessed in two key areas of accountability: 1) Academic Records & Process Management and 2) Systems, Policy, and Support.

 Job Duties & Responsibilities

 Key Accountability 1: Academic Records & Process Management (~ 60% of total effort)

• Supervise all phases of the creation of the academic course schedule, including strategic planning and data entry; ensure accuracy and timeliness of listings.
• Work with academic and operational departments to create balanced and efficient space solutions; track and communicate all schedule changes to students/staff.
• Work collaboratively with the Events Manager when needed to secure or negotiate space for events that are open to the public; maintain communication with the Event Manager and act as backup event space scheduler as necessary.
• Partner with Academic Affairs to publish course catalog; track changes in curriculum and academic policy; assist in tracking and communicating all policy/ catalog changes.
• Lead role for departmental faculty services; offer training and troubleshooting for grade and textbook entry, assist with faculty provisioning, and resolving issues as needed.
• Collaborate to ensure data integrity of all registration/ student data in the database and data warehouse; serve on various committees as needed.
• Assist with student files including filing systems, auditing files, document imaging, and archiving of student files.
• Establish and promote a high level of customer service; maintain up-to-date working knowledge of admissions, academic programs, registration, and other university administrative processes.

 Key Accountability 2: Systems, Policy, and Support (~ 40% of total effort)

• Produce reports from student information system (SIS) and Argos as needed for administrative and academic departments.
• Manage reservations in 25Live and continually improve use of software for efficient scheduling for university.
• Perform 25Live functional administrative duties such as: user account creation & maintenance/ password retrieval, building event and cabinet frameworks, setting cabinet constraints, coordinating schedule data between 25Live and colleague student information system, 25Live training and support, and ensuring data quality.
• Build and maintain all database tables related to course and section building for each catalog year; maintain comprehensive knowledge of all registration processes and their effect on other departments; and perform annual system rollover processes to maintain reporting integrity for future cycles.
• Monitor and report on scheduling, curriculum, and any other procedural trends as they relate to the university; maintain awareness of new developments in Colleague platforms with an eye toward process efficiency.
• Assist in maintaining timely and accurate reporting as needed; work closely with Student Financial Services and Academic Advisors in capturing student exit and status information.
• Enforce adherence to academic calendar, building hours, and academic/university policies.
• Build upon and support overall understanding of all administrative duties of office, assist in staff training as needed; assist students and faculty with registration concerns. As a hybrid position, staff is required to go campus when duties necessitate.
• Maintain strict confidentiality of student records and other materials or information of a confidential or sensitive nature as it relates to the Family Educational Rights and Privacy Act (FERPA).
• Other duties as required.

 What Naropa Requires 

• Bachelor’s degree in Liberal Arts
• Four (4) years of experience in higher education administration function
• Working knowledge of Microsoft 365 suite of applications (including Outlook, Excel, Word, etc.)
• Beginner to intermediate knowledge of Student Information Systems (SIS)
• High attention to detail and accuracy
• Sensitive to deadlines and timeliness in responding to/ following up on information requests
• Able to engage in complex trouble shooting
• Able to conduct independent research, analyze data, and overall flexibility in learning new technologies
• Able to synthesize complex ideas and concepts to present/educate/train multiple audiences
• Strong professional ethics and integrity
• Able to maintain privacy and confidentiality in all interactions as required
• Diplomatic, sensitive, empathetic, and tactful when interacting with everyone internal and external to the university
• All job candidates must demonstrate an appropriate level of understanding of and appreciation for the values of Naropa University and the capacity to demonstrate an integration and embodiment of these values as evidenced in work, communication, collaboration styles, and other general workplace behaviors.

What We’d Like You to Have

• Master’s degree in any field
• Two (2) year of prior experience in college/university Registrar’s office
• Experience with student information systems, specifically Jenzabar, Colleague and/or Banner and experience with scheduling systems, specifically 25Live.

Physical Requirements & Environmental Conditions
During regular daily activities, employee must be able to do the following with or without reasonable accommodation: lift up to 20 lbs, stand, walk, sit, handle/finger, bend at the waist, reach above shoulder level and interruptions/distractions. 

Naropa recognizes the following holidays throughout the year:

-Martin Luther King, Jr. Day

-Memorial Day

-Juneteenth

-Independence Day

-Labor Day

-Fall Break, 4th Thursday and Friday in November

-Winter Break, the last two weeks in December encompassing the Christmas holiday as well as New Year’s

Naropa’s health and welfare benefits include the following: medical, dental, vision, FSA, HSA, employer-paid short-term and long-term disability, employer-paid life insurance and accidental death and dismemberment, an employer-sponsored pre-tax retirement savings plan, which includes up to 2.5% employer matching, and a variety of voluntary, employee-paid supplemental insurance plans.

A comprehensive benefits package is available to full-time employees who work a minimum of 30 hours each week. Employees who work 20 – 29 hours each week are eligible for only the employer-paid short-term & long-term disability, employer-paid life insurance & accidental death and dismemberment, and the retirement plan, which includes up to 2.5% employer matching.

Employees who work fewer than 20 hours per week are eligible to participate in Naropa’s retirement plan only, which includes up to 2.5% employer matching.

All regular full-time and part-time faculty and staff, including student workers, accrue sick leave benefits. Full-time and part-time staff positions accrue vacation and personal time. All leave accrual rates vary based on the position, hours worked, and years of service.

The University recognizes the importance of including its employees in its organizational mission and values and welcomes employees into the classroom to “touch the magic.” Specifically, regular employees are provided generous tuition remission opportunities for themselves and their family members.

Naropa University participates in the Council of Independent Colleges Tuition Exchange Program (CIC-TEP). CIC-TEP is a network of CIC colleges and universities willing to accept, tuition-free, students from families of full-time employees of other CIC participating institutions (full-time as designated by the employer/institution). Additional information can be found here: https://www.cic.edu/member-services/tuition-exchange-program.

Naropa University is an equal opportunity, non-discriminatory employer and Title IX is a federal civil rights law that prohibits gender discrimination, sexual harassment, sexual and relationship violence. This law applies to all students, faculty, and staff.