Assistant Registrar

Case Western Reserve University is committed to providing a transparent estimate of the salary range available for this position at the time of its posting. The salary range is between $52,705 and $66,672, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.


Job Description


POSITION OBJECTIVE
Case Western Reserve University is one of the country's leading private research institutions. Located in Cleveland, Ohio, we offer a unique combination of forward-thinking educational opportunities in an inspiring cultural setting. Our leading-edge faculty engage in teaching and research in a collaborative, hands-on environment. Our nationally recognized programs include arts and sciences, dental medicine, engineering, law, management, medicine, nursing, and social work. About 5,100 undergraduate and 6,700 graduate students comprise our student body. Visit case.edu to see how Case Western Reserve thinks beyond the possible.
The Office of the University Registrar seeks a detail-oriented, independent-minded person who enjoys taking charge of projects, seeing them through from start to finish, working in a fast-paced environment, and following rules yet always looking for ways to improve. We are a team of dedicated and hard-working people, united around shared goals of service, accuracy, integrity, teamwork, and growth.
The Assistant Registrar will serve as a key member of the leadership team, providing operational and strategic expertise in ensuring the integrity of academic records and in providing responsive support to students and those who support students. This position will have university-level (i.e., all schools) responsibility for several critical curriculum support functions, including the schedule of classes, the curriculum management process (courses and programs), and the production of the university¿s General Bulletin. The assistant registrar will also function as a leader, guide, and expert in matters related to registration, student records, business processes, and institutional policy. The assistant registrar will also function as a policy, process, technical resource, and advisor, exercising discretion and independent judgment with respect to matters of significance, and has authority to carry out major assignments without supervision; investigate and resolve matters on behalf of leadership and can formulate, affect, interpret, or implement management policies or operating practices to perform work on behalf of the department.

ESSENTIAL FUNCTIONS
1. Act as the service lead and manager for the General Bulletin to read, proof, and organize content; verify accuracy and compliance with official university governance for academic structures, programs, and processes, as well as ensure adherence to accreditation standards and requirements. Work with stakeholders to influence, develop, and carry out a vision to enhance the publication, creating new ways of capturing and sharing academic content to enhance and promote the university¿s programs as well as enhancing the student and faculty end-user experience in interacting with content. Develop and manage the General Bulletin production schedule to ensure that workflows are up to date and that updates by designated contacts are completed in order to meet publication deadlines each year. Collaborate with academic representatives on campus, including the Provost¿s office, school dean¿s offices, faculty, staff, and other stakeholders to ensure course and program information is accurate and data integrity is maintained in accordance with required approvals. Identifies best practices when using the general bulletin platform. (25%)
2. Serve as the lead for the administration of the university's curriculum management process for academic courses and programs, overseeing curriculum systems, governance workflows, and data management. Coordinate the approval, maintenance, implementation, and inactivation of curriculum offerings, ensuring compliance with institutional policies and state and accreditation requirements. Partner with academic and administrative stakeholders to support curriculum development and governance, maintain the integrity of curriculum data, and ensure accurate implementation across enterprise systems and publications. Provide leadership in system administration, user support, process improvement, and the development of best practices that enhance the efficiency and effectiveness of curriculum management operations. (20%)
3. Function as the service lead and manager for maintaining the schedule of classes (class sections/semester offerings) in the Student Information System. Work with academic representatives, including school deans, department administrators, and other stakeholders, to ensure accuracy and consistency in course offering details. Establish and enforce submission deadlines. Manage error queries to troubleshoot and maintain accurate class data in the Student Information System in order to adhere to university policy and to ensure that students have a positive registration experience. Identify best practices and provide leadership and direction for improvements to the schedule of classes process. (15%)
4. Work closely with the curriculum management software vendor, defining requirements, reporting technical issues, ensuring quality, and managing the relationship to maximize the highest quality and service levels to the university. Responsible for troubleshooting issues and providing technical assistance to end-users and staff of the Office of the University Registrar. (10%)
5. Assist the senior assistant registrar with the administration of the university's registrar-controlled classroom assignment process. Review course scheduling requests, assign instructional spaces according to established priorities and scheduling guidelines, and work with academic departments to address classroom needs and resolve scheduling conflicts. Maintain the accuracy of classroom assignment data within university systems and assist with the implementation of scheduling processes, reports, and best practices that enhance operational efficiency and support student success. (10%)
6. Develop, lead, and coordinate the training of end-users for all curriculum processes, which includes developing and maintaining training materials, reports, and communicating changes and enhancements. (10%)
7. Provide leadership and guidance to internal staff and external academic support units. Provide advice and guidance to the department leadership for daily operations, customer relations, and policy decisions. (9%)

NONESSENTIAL FUNCTIONS
Perform other duties as assigned. (1%)

CONTACTS
Department: Daily contact with co-workers to maintain workflow and interpret office policy. Work closely with members of the Office of the University Registrar in planning, establishing requirements for, and completing departmental information service requests.
University: Frequent contact with the Provost¿s office, school deans, faculty, staff, school registrars, and other key school liaisons for resolving data issues and matters related to curriculum support services. Regular contact with faculty and staff to resolve matters related to the student information system and the curriculum management software.
External: Regular contact with vendors to exchange information.
Students: Regular contact with students to provide information.

SUPERVISORY RESPONSIBILITY
Oversee the work of others in the department when assigned as project lead. Provide backup to the Senior Assistant Registrar and Associate Registrar for daily operations and supervision of operations staff.


QUALIFICATIONS
Experience: 5 years of experience working in a registrar's office or other student-service oriented office required.
Education: Bachelor's degree required.

REQUIRED SKILLS
1. Excellent writing, proofreading, and editing skills.
2. Effective problem-solving skills: must demonstrate excellent analytical skills, sound judgment, and good decision-making.
3. Requires a solid understanding of how to leverage information and ideas to support the maintenance, enhancement, and enforcement of university academic policies and procedures.
4. Ability to work effectively, independently, and collaboratively within a team. Must be highly motivated, responsible, dependable, and a self-starter.
5. Strong organizational and time management skills; ability to manage multiple tasks, prioritize, follow through, and meet deadlines. Must demonstrate attention to detail and accuracy. Must demonstrate a willingness to learn new techniques, procedures, processes, and computer information systems as needed.
6. Experience managing large-scale projects and processes.
7. Sufficient knowledge and experience with databases and spreadsheets to effectively manage information systems.
8. As with all positions in this department, there is a great deal of emphasis on maintaining the security and confidentiality of student records.
9. Must demonstrate flexibility and ability to work under pressure; must be able and willing to work in a fast-paced, changing environment and conform to shifting priorities, demands, and timelines.
10. Ability to analyze problems and develop strategies to resolve them.
11. Excellent customer service skills; ability to maintain effective work relationships and address the potential and current needs of customers.
12. Ability to create and use queries to maintain the integrity of student information.
13. A high degree of integrity.
14. Effective management skills: ability to lead, train, work with, and elicit cooperation from staff.
15. Excellent oral and written communication skills and interpersonal skills; must demonstrate the ability to effectively and professionally communicate and work with faculty, staff, students, and with individuals inside and outside the university.
16. Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
17. Willingness to learn and work with Artificial Intelligence (AI) tools and technologies.
18. Ability to maintain consistent attendance.
19. Ability to interact with colleagues, supervisors, and customers face to face.

WORKING CONDITIONS
Duties performed in an administrative office environment. The employee will perform repetitive motion and use a computer mouse and keyboard to type. Requires occasional travel for local, state, or national conferences.


Hybrid Eligibility


This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.


EEO Statement


Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

Reasonable Accommodations


Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at View phone number on click.appcast.io to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.


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