Assistant Registrar for Scheduling

Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). Three [3] years of full-time administrative experience at the college or university level (Student work experience may be considered). Experience working in a student service environment. Computer proficiency with Microsoft Office products or Google Apps. Experience with student enrollment systems (PeopleSoft, Banner, etc.).


Preferred Qualifications:
Master's degree (foreign equivalent or higher). Technical experience with classroom assignment software (i.e. 25Live, Resource 25, Ad Astra, etc.). Experience working in higher ed Registrar's Office, Admissions or Financial Aid. Experience with classroom facilities management and/or experience scheduling classes in a higher ed academic environment.


Brief Description of Duties:
The Assistant Registrar serves as the lead administrator for academic and facilities scheduling within the Registrar's Office, ensuring the efficient coordination of scheduling operations and adherence to institutional deadlines. This role is responsible for overseeing classroom and facility assignments throughout the academic year, including the planning and execution of final exam schedules. The Assistant Registrar also leads training initiatives, provides ongoing technical support, guidance, and troubleshooting for scheduling systems used by academic departments.

The ideal candidate demonstrates exceptional written, verbal, and interpersonal communication skills, along with strong analytical and strategic thinking abilities. They possess a proactive approach to problem-solving, the ability to work both independently and collaboratively, and the capacity to manage multiple priorities in a fast-paced, deadline-driven environment. Experience engaging effectively with diverse stakeholders, including faculty, staff, and students, is essential.

Facilities Scheduling :

• Support registrar scheduling operations and broader campus business functions through the effective use of various software systems.
• Serve as the lead for all registrar scheduling operations within the Registrar's Office.
• Manage and respond to daily inquiries regarding event scheduling and room assignments.
• Provide support to scheduling staff, ensuring deadlines are met efficiently.
• Coordinate with key university offices (Campus Police, Environmental Health & Safety, Facilities Managers, Building Managers, etc.) to ensure proper room settings/features and support service contacts are in place.
• Oversee the preparation and timely distribution of system materials.
• Support the enforcement of scheduling deadlines and proactively resolve scheduling conflicts.
• Perform system testing and troubleshoot issues.

Final Exam Room Assignment Scheduling :

• Process and assign rooms for Final Exams, ensuring alignment with departmental requests.
• Communicate scheduling/event updates and any relevant changes to the Associate Registrar in a timely manner

Scheduling Training :

• Serve as the functional lead for system training initiatives.
• Develop, maintain, and update training materials.
• Conduct periodic training sessions for faculty, staff, and administrative personnel.

Registrar Generalist Responsibilities :

• Provide comprehensive registrar-related services, including student registration, schedule adjustments, and academic record maintenance within PeopleSoft.
• Deliver timely and high-quality service to students, faculty, and staff.
• Assist in front-line support, including front desk and phone service.
• Support new student orientation by assisting with scheduling and registration tasks.

Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:
This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

In addition to the employee's base salary, this position is eligible for $4,000 UUP annual location pay, paid biweekly.

For this position, we are unable to sponsor candidates for work visas.

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at View phone number on click.appcast.io or visit OEA.

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