Chief Clerk, Coordinator of Courses and Registration

Reports to the Associate Registrar and dotted line to the University Registrar. Has chief responsibility for overseeing registration for undergraduates (on-campus, cross-registration, and summerterm travel courses). Updates database of courses offered and has primary responsibility for producing the Semester Course Schedule and preparing for registration in APR (Advising, Planning and Registration system). Assists Registrar by producing semester reports on course scheduling and classroom usage. Overtime is required during registration and the week preceding Commencement.

- Answers phone line for office as needed.

- Interacts with students, faculty, staff, administrators and the public to advise on policy and procedural matters relating to student records and evaluations and general academic 

policies of the university.

- Participates in graduation preparation.

- Maintains various confidential files for the Registrar’s Office.

- Completes office supplies ordering through Unimarket and other online services.

- Processes departmental tickets through appropriate online platform.

- Other duties as required by the department workload.

- Maintains and updates course description database (semester-specific descriptions used for registration and control flags for description displays).

- Coordinates and oversees registration for undergraduate students for on campus, off 

campus programs, summerterm and cross registration courses for all terms.

- Registers FY students into their FYP for fall each semester ahead of APR registration.

- Enters and updates data into the course database for courses offered each term.

- Advises faculty and department chairs on use of restricted and reserved seating options, 

dual-listing courses, and other issues to ensure proper course registration. Does testing of new registration rules before each registration period.

- Develops Semester Class Schedule and has responsibility for publication on the web and 

through APR2.

- Manages all course-related information pages used by the APR2 catalog system for 

registration.

- Assigns and enters into EMS classroom space for semester courses, resolves room 

assignment conflicts and handles faculty requests for room changes.

- Regularly produces data for department chairs regarding course and section offerings, 

currently and historically.

- Assists Registrar by producing reports and consulting regarding strategic projects related to course scheduling and classroom usage efficiencies.

- Responsible for composing and distributing information to instructors, students and their 

advisors concerning registration.

- Establishes and posts the final exam schedule prior to each academic semester.

- Maintain records for course approvals and general education requirements in coordination with the Academic Affairs committee. Assigns course numbers for newly-approved courses and Special Topics courses. Informs Assistant and Associate Registrars of new courses to add to degree audits.

- Processes overload tickets and registration by instructor course tickets.

- Serves as backup for unofficial transcript processing.

- All office members are responsible for scanning and linking documents to student accounts in Slate.

- Needs to be aware of office “black out dates” when staff are essential and need to be in the office, unless in case of an emergency. This means avoiding scheduling things like routine doctor’s visits, days off, or vacation at those times, for example, the first week of the 

semester, registration week, and graduation.

Associates Degree and five years of secretarial/administrative experience in higher education preferred but equivalent combination of education and/or experience will be considered. Maintaining confidentiality is essential. Working knowledge of relational databases and data queries required. Excellent oral and written communication skills required (correct English usage, spelling, grammar, and punctuation as well as attention to accuracy, format, and professional presentation). Strong organizational and customer service skills required, and ability and willingness to maintain a sense of humor in stressful situations. Accuracy and attention to detail vital. Must be self-motivated, have the ability to work within established policies/procedures and possess the aptitude to work independently and accurately within required time frames. Must have strong problem-solving capabilities, an ability to anticipate office needs, and be able to work on multiple projects simultaneously. Requires demonstrated ability computer proficiency for common desktop application as well as electronic calendars, email and internet.

Please complete the online application form and include contact information for at least three professional references.

Review of applications will begin immediately and continue until the position is filled.

All offers of employment are contingent upon the finalist successfully passing a background (including criminal records) check.