The Associate Registrar, Academic Scheduling, provides leadership and coordination for the Academic Scheduling unit within the Office of Student Assistance, with primary oversight of the operational aspects of a varied, complex unit, which includes the administration of University policies and processes; systems analysis and troubleshooting; translating functional needs into technical specifications; facilitating campus initiatives in the areas of research, planning, development and implementation; and developing strategies for efficiencies and resource allocation to meet production goals. The Academic Scheduling Office supports three campuses located in New York City and Westchester County. This is a hands-on position requiring a combination of project management; documenting and implementing best institutional practices related to academic scheduling of courses and room assignments; team facilitation and systems analysis skills where the incumbent serves as the primary contact for the unit. The position works directly with academic deans, department chairs, and other faculty to ensure university academic facility utilization is maximized.
The primary responsibilities of this position are focused on the scheduling and rooming of classes; overseeing course inventory; system administration for tools that supports space allocation; participation in new building/space planning; leveraging information and ideas to support student needs; and helping achieve the institution’s strategic goals.
This position leads and participates in departmental and university-wide efforts at multiple campuses to continuously improve processes and services in support of the university’s goals and initiatives to provide the best possible constituent service experience, especially those related to academic and administrative units. Duties include:
Leadership – 30%
• Effectively communicates and demonstrates excellent administrative and human interaction skills, particularly in balancing the diverse needs of the academic community and those of academic affairs while working effectively within the Office of the University Registrar;
• Works proactively with the University Registrar, Associate Registrars, Assistant Registrars, central departments, academic units, and university leadership on changes to business processes; and leads and participates in regular meetings with campus constituents to determine scheduling practices;
• Reviews changes that may affect the catalog; collaborate changes to the scheduling system; create new or enhanced functionality;
• Designs and implements innovative technical solutions to facilitate the master schedule of classes.
• Supports Academic Scheduling Specialist by conducting weekly coordination meetings relative to room scheduling, usage and needs.
• Executes motivational, inspirational leadership in using established best practices while injecting an innovative and strategic mindset among staff;
• Serves as a space allocation expert on a variety of University committees, as requested.
• Provides situational updates, as well as project status updates, to the University Registrar.
Management of Academic Calendar and Scheduling of Classes – 35%
• Oversees all aspects of the University scheduling of classes, including the inventory of courses in Ellucian Banner and central inventory of classrooms; classroom assignments utilizing 25Live, and exam schedules across multiple campuses;
• Oversees the inventory of changes to programs, courses, buildings (as directed by leadership or academic councils), and ensures proper publication;
• Effectively utilize the Banner student information system for administration and entry of courses, section setup, and other academic scheduling functions.
• Prepares the University academic calendar for approval by the Calendar Schedule Task Force/appropriate stakeholders.
• Oversees and sets direction for the Academic Scheduling Team. Supervise student employees and may supervise professional staff as needed.
• Creates reports that support a sophisticated, data-driven environment with accurate and robust information for University decision-making;
• Leads/participates in the implementation of scheduling systems and testing of software upgrades and improvements;
• System administrator for University resources such as 25Live, and serves as a systems trainer to University constituents; Delivers training to campus relative to applications for schedule build, request of rooms and the availability of and process to access scheduling data. Develops and maintains a procedure manual and change documentation tracking system.
• Oversee the approval of event requests that will be assigned to academic classrooms and other assigned spaces in 25Live. Work with other 25Live schedulers as needed to ensure effective use of assignable spaces and resources.
• Supervise the preparation of course offerings for all academic terms. Ensure course offerings adhere to institutional policies, resolve scheduling conflicts with the faculty and manage the Course/section lifecycle and Courses Search websites.
• Assists Scheduling Specialist with arranging rooms for Academic Ad hoc events and needs
• Find solutions for constrained classroom space and contributes to building redesigns and new construction efforts to increase classroom resources across multiple campuses;
• Monitors performance and individual development of all staff; and addresses training needs and provides career development opportunities such as workshops, seminars, and training programs; and sets the vision for the scheduling team, including the reorganization/reassignment of duties and work, and streamlines processes wherever possible.
Business Process Management – 15%
• Presents scheduling best practice information via a variety of standing meetings and receives feedback from the community about their needs; charges projects and enhancements from these reviews, including process recommendations;
• Provides staff support for business process documentation and academic calendars;
• Assists in analysis and proposal of alternative business processes, and advises and assists in implementation of new processes; and
• Assures the release of student information within the regulations of the Family Educational Rights and Privacy Act of 1974, as amended and within University policy and guidelines.
Support the University Registrar – 15%
• Supports the University Registrar with office operations while exercising sound judgment, diplomacy, and confidentiality when interacting with constituents;
• Collaborates with the University Registrar, Associate, and Assistant Registrars to realign work between departmental teams to support the University’s operational excellence and strategic planning goals;
• Assists the University Registrar in prioritizing multiple competing projects and managing the time of staff and resources accordingly to complete departmental responsibilities in a timely and efficient manner; and
• Participates in the overall planning of activities within the Office of the University Registrar, developing, recommending, and implementing major policy and procedural changes.
Unspecified Responsibilities – 5%
• Performs other related duties as assigned.
• Bachelor’s degree required; Master’s degree preferred; plus 5 or more years in a related management area (experience in a University Registrar’ or Scheduling Office preferred)
• Ability to work well under pressure and to maintain good relationships with colleagues;
• Experience building motivated and skilled teams, emphasizing collaboration, flexibility, and empowerment;
• Demonstrated ability to manage change in a complex educational environment;
• Ability to work independently, as well as collaboratively, and in leadership roles
• Demonstrated analytical and problem-solving skills; Strong organizational skills
• Exemplary interpersonal and communication skills, both verbal and written;
• Experience with a multitude of technologies and an overall technical literacy.
• Experience with Banner, 25Live, strongly preferred, or similar background with an aptitude for learning new software systems;
• Progressively responsible management experience in a higher education setting
• Knowledge of curriculum and academic programs structures in a university environment.
• Experience with student information systems desirable
Generally, 9am-5pm; additional hours as required by demands of position (weekend and evening hours). Occasional Travel to Pleasantville and White Plains
Posting Detail Information
Job Open Date
Job Close Date
Open Until Filled
Special Instructions to Applicant
About the Institution
For more than 100 years, Pace University has been preparing students to become leaders in their fields by providing an education that combines exceptional academics with professional experience and the New York advantage. Pace has campuses in New York City and Westchester County. A private metropolitan university, Pace enrolls nearly 13,000 students in bachelor’s, master’s, and doctoral programs in the College of Health Professions, Dyson College of Arts and Sciences, Lubin School of Business, School of Education, Elisabeth Haub School of Law, and Seidenberg School of Computer Science and Information Systems.
Pace University is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans and individuals with disabilities are encouraged to apply.