Assistant Registrar

JOB TITLE

Assistant Registrar

LOCATION

Worcester

DEPARTMENT NAME

Registrar

DIVISION NAME

Worcester Polytechnic Institute - WPI

JOB DESCRIPTION SUMMARY

Work alongside the Associate Registrar for Academic Scheduling to create and maintain the university course schedule each year. Serve as primary back-up for all the Associate Registrar's duties. Allocate classroom and laboratory space throughout campus. Manage all requests for supplemental classroom reservations.

JOB DESCRIPTION

• Construct and implement the class schedule for the university's undergraduate and graduate course offerings by:
  • Adding, removing, and modifying new and existing course sections for all four Academic Year terms and two Summer Session terms in collaboration with Department Heads, faculty, and administrative staff in partnership with the Associate Registrar.
  • Maintaining course section updates to course subtitles, section listings and numbers, eligibility rules, meeting patterns, and assigned classrooms.
  • Managing course section data in the Workday student information system, including instructor listings, section capacities, reserved seating, waitlists, section clusters, and co-locations.
  • Publishing newly-created course sections.
  • Running missing data reports in Workday and making adjustments as needed.
  • Working with the course scheduling software to maximize efficiency of space allocation.

• Consult and communicate regularly with departments and faculty regarding academic scheduling issues by:
  • Reviewing and processing academic scheduling requests and changes submitted throughout the year.
  • Recommending course day/time periods based upon classroom and laboratory availability.
  • Solving any time conflicts in location or instructor schedules to ensure conflict-free listings.
  • Detecting and resolving any scheduling discrepancies.
  • Finding available locations for urgent or immediate classroom-relocation requests as warranted.
  • Reviewing classroom spaces when issues are identified or during annual classroom assessments.

• Provide excellent customer service and accurate information on scheduling procedures and best practices to faculty, students, and staff by:
  • Monitoring experimental course offerings and alerting departments of compliance with committee policy on same.
  • Working with the Associate Registrar to propose and codify standardized scheduling procedures, and recommending procedural enhancements as needed.
  • Advising on adherence to maximum room capacities, in accordance with university policy and parameters.
  • Effectively prioritizing multiple responsibilities and requests during high volume times.

• Assign academic spaces for non-course reservations through:
  • Reviewing and processing faculty and staff requests submitted directly or via the scheduling software workflow, approving said requests as applicable.
  • Handling all requests forwarded to the office for cancellations/changes to existing reservations.
  • Coordinating with the Events office on arrangements for shared reservations and customer needs.

• Perform general clerical duties including answering the phone, responding to email, attending to walk-ins, and organizing and electronically filing correspondence by:
  • Establishing contact spreadsheets and other course-related charts, revising listings as required.
  • Assisting with tasks related to Commencement, orientation, and other such events as needed.
  • Keeping all documentation up to date.
  • Assisting in generating and editing email announcements and notifications from the office.

• Performs all other duties and responsibilities as assigned or directed by the supervisor.

Qualifications:

• Bachelor's degree required.
• Two years of experience in higher education required, preferably in a Registrar's Office scheduling setting.

Salary Grade 5: $49,500 – $52,000 per year (depending on experience)

Salary is based on related experience, expertise, and internal equity; generally, new hires can expect pay between the minimum and midpoint of the range. 

Compensation at WPI

FLSA STATUS

United States of America (Exempt)

WPI is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability. It seeks individuals from all backgrounds and experiences who will contribute to a culture of creativity, collaboration, inclusion, problem solving, innovation, high performance, and change making. It is committed to maintaining a campus environment free of harassment and discrimination.