Records Associate, Office of Records and Registration

Records Associate, Office Of Records And Registration (Open)

The Records Associate is responsible for managing and maintaining the centralized academic room scheduling system (Event Management System), maintains room inventory data, and serves as the primary liaison to all college departments, faculty and divisions regarding room assignments and ad-hoc room scheduling requests. This position is responsible for the creation and maintenance of the academic calendar, exam schedule, and forms used by the records office. In addition, this position maintains the departmental email, voicemail, and faxes, and provides academic support to students, faculty, alumni, and staff with respect to registration and records activities, including but not limited to enrolling students in classes, processing student status changes, enrollment verifications, FERPA forms, deferments, troubleshooting registration issues, and managing records-related service indicators. Contributes to the development of policies and procedures. This role will initially be fully on campus, with up to three days of telework possible with supervisory approval.

Responsibilities

Event Management Systems (EMS)

• Manages the EMS Room Scheduling System
• Maintains room inventory data
• Primary liaison to all departments, faculty and divisions regarding room assignments and ad-hoc scheduling requests
• Provide solutions and resolve questions about the best use of space and assignment of rooms
• Ensure room scheduling is accurate and complete in a timely manner while optimizing classroom space
• Generate course and scheduling analytical reports, analysis of class and room scheduling efficiency, forecast scheduling and usage trends, recommend best practices/efficiencies as needed
• Develop meaningful EMS reports for the University Registrar and EM Leadership
• Identify opportunities to streamline and improve processes related to room scheduling
• Work with OTS and EMS Technical Services to resolve ongoing issues
• Support PeopleSoft/EMS room updates and occasional building tours

Administrative Duties

• Create and maintain academic calendars and exam schedules
• Assist advisors, Assistant Deans, and faculty with any registration, grading, or academic issues
• Maintain Records office phone/email/fax as a central information desk
• Process registrations, FERPA forms, enrollment verifications, deferments
• Serve as back-up for web publishing
• Advise and consult with Financial Aid, Bursar's, and Admissions offices regarding problems associated with registrations and academic student records
• Define and respond to queries from staff and students regarding Academic and Administrative Policy
• Oversee DocuSign submissions to ImageNow folders
• Run executive-level bi-weekly status reports
• Manage annual Schedule of Courses Timeline
• Generate scheduling reports such as class-day/building usage and student lists

Creation and maintenance of functional interactive forms for room scheduling used throughout the University

• Create and post new forms
• Update existing forms
• Includes management of electronic DocuSign forms

Serve as Records & Registration representative on committees and groups, including:

• City College Integration
• UBalt Website Content Managers
• Dual Modality Working Group
• Space Scheduling Management
• Patch Fix

Other duties as assigned.

Minimum Qualifications

Education: Bachelor's degree

Experience: One year of related experience.

Additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.

Preferred Qualifications

Experience: Experience working in a Registrar's Office, experience with PeopleSoft and room scheduling/space utilization software in a higher education setting.

Required Knowledge, Skills and Abilities

• Working knowledge of PeopleSoft, email, and Microsoft Office applications
• Extensive knowledge of Room Scheduling software and Adobe Writer
• Able to maintain confidentiality and security of student records, following rules established by FERPA
• Experience working in a high-volume, fast-paced environment
• Able to establish priorities, handle multiple projects simultaneously while maintaining a high level of accuracy
• Strong organizational and communication skills

We offer a competitive benefits package, including health, life, prescription, and dental plans, tuition remission benefits, paid leave (14 days of annual, 15 days of sick, 3 days personal, and 14-15 holidays), and a pension plan with employer contributions. The role is eligible for overtime. You can see more details on our benefits here.

The University of Baltimore ("UBalt" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UBalt is an Equal Opportunity/ADA Compliant Employer & Title IX Institution.