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 for Scheduling serves as the primary lead for academic and facility scheduling within the Registrar's Office. This role provides direct supervision to professional staff and graduate assistants, ensuring scheduling operations run smoothly and deadlines are met. Key responsibilities include overseeing classroom and facility assignments for academic semesters, Summer and Winter Sessions, and Final Exams. The Assistant Registrar coordinates scheduling training, providing technical support and troubleshooting for scheduling systems, and updates the Scheduling Production Calendar for academic departments. The ideal candidate possesses strong written, verbal, and interpersonal communication skills, along with strategic and analytical thinking abilities. They should demonstrate problem-solving skills, the ability to work independently and collaboratively, and the capacity to manage multiple tasks in a fast-paced, deadline-driven environment. Experience working with diverse stakeholders-including faculty, staff, and students-is essential.

Duties:

Facilities Scheduling:

• Serve as the lead for all scheduling operations within the Registrar's Office.
• Manage daily inquiries related to facilities and room assignments.
• Delegate scheduling tasks to supporting staff and ensure deadlines are met.
• Communicate with key university offices (Campus Police, Environmental Health &
• Safety, Facilities Managers, Building Managers, etc.) to ensure room setup and support services are in place.
• Oversee the preparation and distribution of scheduling materials in a timely manner.
• Enforce scheduling deadlines and address scheduling conflicts as they arise.
• Conduct system testing and troubleshoot issues within the PeopleSoft Student
• Administration System related to Scheduling and Course Catalog.

Final Exam Room Assignment Scheduling:

• Process and assign rooms for Final Exams while considering departmental requests.
• Communicate any relevant changes or updates regarding exam scheduling to the Deputy Registrar.

Scheduling Training:

• Serve as the functional lead for scheduling training and supervision.
• 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 $3,400 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 (631) 632-6280 or visit OEA.

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