General Information
| Payroll Title | BLANK AST 3 | Title Code | 004722 | Grade/Step | Working Title | Scheduling Assistant | |
|---|---|---|---|---|---|---|---|
| Department Name | Registrar Dept | Supervisor | Lucy I Del Toro | Department Head | Bracken J Dailey |
Special Requirements and Conditions
| Critical Position |
| Overtime |
| Travel |
| Travel Outside of Normal Business Hours |
Level of Supervision Received
| General Supervision |
Items Used
| Computer, Facsimile machine, copier, adding machine, keyboard/typewriter, telephone |
Position Purpose
| Under general supervision of the Assistant Registrar assists with managing all aspects of classroom scheduling which includes academic classes, course-related events, student group classroom requests, and final exam scheduling. Analyzes and evaluates all classroom requests ensuring that the campus meets the UC system-wide requirement of a 67% classroom utilization ratio. Independently determines what consideration for special requirements and preferences should be taken into account in the classroom assignment process. Primarily responsible for management and coordination of Learning Community Cohort enrollment processes Additional responsibilities include assisting with management of the Course Approval process, and managing all aspects of the Faculty and Teaching Assistant modules. Represent the Office of the Registrar to all clients in a manner that is consistent with office goals to promote good will and public support. Frequent interaction with students, faculty, and all other levels of the University community to provide interpretation of complex scheduling policies and ensure that office policies, procedures and standards adhere to University, State and Federal guidelines. |
Essential Functions
| Essential Function | % Time |
|---|---|
| General Academic Classroom Scheduling | 35 |
| Schedule general academic classrooms, striving for optimum classroom usage. Ensure that the minimum UC system-wide requirement of 67% ratio is met, giving consideration to special requirements and preferences whenever possible.
Administer classroom scheduling policies and guidelines. Using approved classroom scheduling policies as a guide, independently determines allocation of classroom space when classroom availability is limited; negotiate alternate arrangements for unscheduled classes with academic departments and faculty until all classes are scheduled. Classroom management and assignments are for regular quarterly sessions, final examination scheduling, special event scheduling, and University Extension and UCR student group requests. Requires frequent contact with Academic departments, University Extension, University Commons, Physical Plant, Summer Session, and the Police department. Serve as a resource person to academic and administrative departments in developing mutually compatible procedures. |
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| Schedule of Classes Production/Course Term File Maintenance | 30 |
| Assist in the coordination and analysis of course information for the publication and operation of the Schedule of Classes. Review and correct critical course data, such as monitoring classroom enrollment limits, course offering times and format, course restrictions, prerequisites, and internal system control codes. Ensure and verify that course offering data adheres to the course format as approved by the Committee on Courses and the Academic Senate Office. Process and resolve current quarter classroom/course changes and cancellations. Research and resolve enrollment issues related to registration (Waitlist, Prerequisites, Course Restrictions, etc.) | |
| Learning Community Cohort Enrollment Management | 10 |
| Collaborate extensively with College Learning Community Coordinators. Receive course selections and templates identifying courses for Learning Communities. Utilizing templates appropriately creates Learning Community clusters in the system. Review and code courses as necessary to reserve seats and designate courses in the system. Ensure Learning Community coding and quota control seat allocation is accurate before registration begins. Implement priority academic scheduling as appropriate. Provide scheduling audit to Learning Community Coordinators. Manage enrollment activity via daily/weekly reports. Research and correct discrepancies when necessary. Work with Colleges as changes are required. | |
| Course Management | 10 |
| As dictated by faculty-driven deadlines and workload, provide management support for processing academic course approvals on a quarterly or monthly basis. Update pending and approved course information into the Student Information System for use by Academic Scheduling, Registrar's Records staff, the Academic departments, Faculty and Students.
- Manage the Course Master Inventory file ensuring that all components of a course have been accurately entered in student information system. This includes course title, units, grade type, class activities, course repetition rules, prerequisites, restrictions, cross-listed partners, and renumbering. Understand the full effect/impact of course changes and how it relates to other modules within the Student Information System. Seek clarification when needed. - Generate and analyze various course reports to ensure all academic programs and courses impacted by pending course changes are appropriately reviewed and updated. This includes Course Proposals returned by preparers. - Has general familiarity with course related policies and procedures and use of the Course Request and Maintenance System (CRAMS) and can explain their application and use to academic staff as needed. - Assist with course processing in the absence of the Course Specialist. This includes assisting with inquiries regarding course proposal tracking, changing preparer user names as well as occasionally forwarding a course proposal to the College Executive Committees, or Graduate Council. |
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| Technical Support | 10 |
| Assist in the implementation and development of the new Student Information System, Banner, and our new classroom utilization software, Series 25. Participate in developing and enhancing course scheduling and maintenance, including improved on-line forms/documents, or processes. Assist with testing of all new programs
and modifications. Participate in systems development work groups relating to classroom scheduling, course approval processes, course inventory and faculty management modules. |
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| Administrative Support | 5 |
| Faculty/Teaching Assistant Directory and System Maintenance
On a quarterly basis, process and maintain faculty and teaching assistant module which includes entering appointment titles, academic department assignment, and effective and ending dates into the Student Information System (SIS). Classroom Inventory Bi-annually conduct an on-site facility inventory assessing the physical condition of classrooms; provide written report with recommendations for renovation or refurbishment. Submit work orders to Physical Plant for classroom maintenance, refurbishment and/or immediate safety issues. Academic Scheduling Website Work closely with the Scheduling Analyst in developing and maintaining the Academic Scheduling website Other duties as assigned. |
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Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Demonstrated strong organizational skill, with the ability to prioritize projects and assignments in a fast paced environment with attention to detail. | |
| 2 | |
| Skill in analyzing information, problems, or procedures to define problems or objectives, identify relevant factors, formulate logical/objective conclusions, and propose alternatives.
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| 3 | |
| Ability to research and analyze reports and edits to detect errors, omissions, and inconsistent data and correct the errors in a rapid and appropriate manner with a thorough knowledge of resources for solving scheduling discrepancies.
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| 4 | |
| Ability to communicate clearly, logically, and precisely, both orally and in writing to provide information, training, consulting, and negotiations with departmental staff and faculty.
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| 5 | |
| Ability to work efficiently, effectively, and diplomatically with others including, administrators, colleagues, managers, faculty and staff. Demonstrated interpersonal and communication skills in establishing and maintaining cooperative working relationships.
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| 6 | |
| Ability to interact in policy-making meetings and work cooperatively with the Deans, faculty and administrators; present recommendations persuasively and provide and receive advice effectively. Recommend policy changes consistent with changing academic and technological environments and implement corresponding operational procedures.
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| 7 | |
| Ability and flexibility to work independently or as part of a project team and to be highly motivated and action-oriented.
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| 8 | |
| Strong technical aptitude to learn and utilize daily industry and campus specific software solutions, as well as Microsoft Excel, Microsoft Word, and Microsoft Outlook.
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Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
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Education and/or experience equivalent to a bachelor's degree.
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| 2 | |
| Prior experience with Banner and/or Series 25 scheduling software. | |
| 3 | |
| Prior classroom scheduling experience in a university setting. | |
| 4 | |
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Knowledge of campus locations, departments and colleges with familiarity of and sensitivity to the academic philosophies underlying departmental policy and curricula.
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| 5 | |
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Knowledge of various University and Academic Senate policies and practices with a demonstrated ability to combine and apply the various policies and guidelines governing classrooms and course enrollment.
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| Posted Position Purpose |
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| The Office of the Registrar is committed to delivering accurate, prompt, courteous, and consistent service to all students and to all constituents of the University, consistent with its educational mission. Under the direction of the Assistant Registrar, the incumbent is responsible for managing all aspects of classroom scheduling which includes academic classes, course-related events, student group classroom requests, and final exam scheduling in the Office of the Registrar. Responsibilities include; 1) analyzing and evaluating all classroom requests ensuring that the campus meets the UC system-wide requirement of a 67% classroom utilization ratio; 2) independently determining what consideration for special requirements and preferences should be taken into account in the classroom assignment process; 3) management and coordination of Learning Community Cohort enrollment processes; 4) management of the Course Approval process, and managing all aspects of the Faculty and Teaching Assistant modules.Come join our 20+ person team and contribute to UCR's reputation for extraordinary diversity, superior value, groundbreaking research and graduates who succeed. |
| Posted Minimum Requirements |
| 1. Demonstrated strong organizational skill, with the ability to prioritize projects and assignments in a fast paced environment with attention to detail. 2. Skill in analyzing information, problems, or procedures to define problems or objectives, identify relevant factors, formulate logical/objective conclusions, and propose alternatives. 3. Ability to research and analyze reports and edits to detect errors, omissions, and inconsistent data and correct the errors in a rapid and appropriate manner with a thorough knowledge of resources for solving scheduling discrepancies. 4. Ability to communicate clearly, logically, and precisely, both orally and in writing to provide information, training, consulting, and negotiations with departmental staff and faculty. 5. Ability to work efficiently, effectively, and diplomatically with others including, administrators, colleagues, managers, faculty and staff. Demonstrated interpersonal and communication skills in establishing and maintaining cooperative working relationships 6. Ability to interact in policy-making meetings and work cooperatively with the Deans, faculty and administrators; present recommendations persuasively and provide and receive advice effectively. Recommend policy changes consistent with changing academic and technological environments and implement corresponding operational procedures. 7. Ability and flexibility to work independently or as part of a project team and to be highly motivated and action-oriented. 8. Strong technical aptitude to learn and utilize daily industry and campus specific software solutions, as well as Microsoft Excel, Microsoft Word, and Microsoft Outlook. |
| Posted Preferred Qualifications |
| 1. Education and/or experience equivalent to a bachelor's degree. 2. Prior experience with Banner and/or Series 25 scheduling software. 3. Prior classroom scheduling experience in a university setting. 4. Knowledge of campus locations, departments and colleges with familiarity of and sensitivity to the academic philosophies underlying departmental policy and curricula. 5. Knowledge of various University and Academic Senate policies and practices with a demonstrated ability to combine and apply the various policies and guidelines governing classrooms and course enrollment. |