Academic and Registrar Support Specialist

Academic and Registrar Support Specialist

Position Summary

The Academic & Registrar Support Specialist works with the Office of the Registrar and the Academic Operations Coordinator to plan course schedules, maintain course and faculty scheduling records, and support the coordination of academic operations. This position helps ensure timely course scheduling, accurate faculty assignments, and up-to-date information in Sonis. Additional responsibilities include coordinating textbook updates, tracking faculty course confirmations, assisting with academic documentation, and providing administrative support throughout each academic term.

Key Responsibilities

Course Scheduling

• Assist with developing and maintaining the academic course schedule for each term.
• Coordinate with the Registrar and Program Chairs to plan and determine course offerings, sections, delivery modalities, campus locations, and scheduling needs.
• Enter and maintain course schedules in Sonis, ensuring course numbers, sections, dates, locations, modalities, and faculty assignments are accurate.
• Review schedules for conflicts, duplicate offerings, missing courses, and other scheduling discrepancies.
• Track schedule changes, course additions, cancellations, and section adjustments throughout the term cycle.
• Communicate approved schedule changes to appropriate departments and ensure changes are accurately reflected in Sonis.
• Assist with planning future-term schedules to support timely student registration.
• Maintain scheduling spreadsheets and other tracking tools used to monitor course offerings and schedule completion.
• Work closely with the Registrar, Academic Operations, and academic chairs to resolve scheduling issues.

Learning Resources Master List Management

• As assigned, maintain the learning resource master list, ensuring it reflects current course numbers, course names, and eBooks in use.
• Track responses from Cengage and route the finalized list to eCampus for eBook uploads.

Faculty Scheduling Support

• Assist with the new-term faculty course assignment process, including sending course confirmation emails to adjunct faculty.
• Track faculty responses and identify declined assignments, availability concerns, and potential scheduling conflicts.
• Coordinate with Academic Operations and academic chairs regarding courses requiring reassignment.
• Ensure confirmed faculty assignments are accurately reflected in Sonis once approved.
• Assist with distributing course agreements for signature and tracking completed agreements by term.

Registrar & Academic Operations Support

• Assist with term setup and other Registrar functions related to course scheduling and registration.
• Support maintenance of the active adjunct faculty spreadsheet, including course assignments.
• Coordinate with Academic Operations regarding faculty information needed to finalize academic schedules.
• Provide administrative support for academic scheduling and Registrar projects as assigned.

Qualifications

• Associate's degree required; Bachelor's degree preferred, or equivalent combination of education and experience.

•1–2+ years of administrative, coordinator, or academic support experience; higher education experience strongly preferred.

• Strong organizational skills with the ability to manage multiple deadlines across overlapping academic terms.

• Excellent written and verbal communication skills for professional correspondence with faculty, chairs, and vendors.

• Proficiency with Microsoft Office/Google Workspace (especially spreadsheets); experience with Sonis, Adobe Sign/DocuSign, or similar SIS/e-signature platforms a plus.

• High level of discretion with confidential personnel and student information.

• Comfortable working independently and proactively while keeping the Academic Operations Coordinator informed.

What Success Looks Like

• Learning resource master lists are accurate, submitted on schedule, and eBook uploads happen without delay.

• Faculty scheduling communications are timely, well-tracked, and chairs have visibility into open items.

• Continuing students are registered two semesters out and courses are optimized for class size.