Class Scheduling and Degree Audit Coordinator - Office of the Registrar - 16023

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INTRODUCTION:
    
The Office of the Registrar at the University of Wisconsin - Whitewater seeks a Class Scheduling and Degree Audit Coordinator (University Services Program Associate).
    
JOB DUTIES:

The Class Scheduling and Degree Audit Coordinator provides service to the academic community and the Office of the Registrar by providing outstanding service to our students, colleges, and the campus community.  The Class Scheduling and Degree Audit Coordinator collaborates with departments to prepare the course schedule for each term by assigning classroom space for all terms of the University.  The position also supports winterim, summer session, and registration.  Duties include assisting faculty, advisors, and staff with course scheduling and registration issues; prerequisite,  milestone, equivalency coding on courses, updates to course offerings, and creation of codes; working with scheduling software, catalog software, and other systems.  The Class Scheduling and Degree Audit Coordinator works with other Registrar Office staff to ensure excellent service to the University community and performing other duties as assigned.  The individual in this position is a member of the Office of the Registrar team and works cooperatively with other office staff to achieve University and Office of the Registrar’s goals.

This position reports to the Assistant Registrar.

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in Spring 2020. Job duties and responsibilities will remain the same. For more information please visit: https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/
    
QUALIFICATIONS:

Minimum Qualifications:

• Bachelor’s degree
• Three years customer service or office support function experience

Desired Qualifications:

• Experience with business process analysis
• Experience with PeopleSoft and CourseLeaf or equivalent software solutions
• Demonstrated experience managing and working with software applications such as Microsoft Office.

Knowledge, Skills & Abilities:

• Demonstrated attention to detail and ability to refine processes and procedures
• Demonstrated ability to handle multiple priorities concurrently
• Strong knowledge of general office policies and procedures
• Strong interpersonal and written communication skills; demonstrated ability to interact effectively with a wide range of people/stakeholders
• Experience independently solving issues and performing liaison activities in a work setting
• Experience interpreting, applying, and explaining complex information such as regulations (FERPA), policies, or services
• Experience handling confidential information
• Demonstrated ability to research a variety of sources to collect requested information, to provide accurate and timely information, and handle problems courteously
• Professional demeanor
• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills
• Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds

RESPONSIBILITIES:

40%   A. Analyze, Process, and Prepare the University Class Schedule by:

1. Creating the data/structure for the scheduling cycle.
2. Reviewing the in-house scheduling system entries.
3. Researching and solving questions, training academic units, and maintaining the schedule systems process.
4. Collecting and coordinating class scheduling information from all academic departments for all terms and campus locations.
5. Working closely with departments to develop effective and efficient course schedules.
6. Communicating important deadlines to faculty, students, and staff in a timely and effective manner.
7. Ensuring accuracy of course data in the schedule database modules.
8. Collaborating with other University offices and staff to research and solve problems or errors with course listings.
9. Monitoring and updating schedule of classes as it appears on the web.
10. Developing and provide training to departmental users.
11. Maintain list and update course fees as needed.
12. Compiling and maintaining procedural manual.

30%   B. Maintain catalog data and degree audit requirements by:

1. Providing guidance and expertise to departments, colleges, and University Curriculum Committee on curricular proposals.
2. Updating and maintaining course records in PeopleSoft catalog from approved curricular proposals.
3. Collaborating with Institutional Research in creating new academic programs in the system and ensuring accurate data for reporting requirements.
4. Updating and maintaining degree audit information from approved curricular proposals.
5. Analyze and develop solutions to various degree audit issues collaborating with departments, colleges, and other registrar staff.
6. Developing and provide training to departmental users.
7. Ensure accuracy of requirements on degree audit by collaborating with departments and colleges.
8. Assisting with catalog sync issues between PeopleSoft and catalog software.
9. Manage historical curriculum data through the imaging system.

20%   C. Coordinate the assignments of classrooms by:

1. Utilizing the information in the scheduling systems to manage classroom space, considering academic unit course and program needs.
2. Working closely with the scheduling software team, academic departments and others who schedule rooms to ensure efficient use of classroom space.
3. Understanding and explaining policies and laws as they relate to the use of university facilities and course offerings, and providing information on classroom scheduling to the University on the web and in other formats.
4. Reviewing and coordinating classroom needs of the academic departments and assigning classroom spaces as appropriate.
5. Managing the use of the scheduling software and ensuring the synchronization of classroom data as well as the integration with all other registration, scheduling, and building inventory software.
6. Ensuring the accuracy and consistency of classroom data and data sets used as the basis of institutional/state classroom utilization reports.
7. Assisting the Assistant Registrar and Registrar with planning and development of scheduling policy.

10%   D. Support the morale and efficiency of the Office of the Registrar by:

1. Attending and participating in staff meetings.
2. Providing excellent service to students, faculty, staff, and all in the University community.
3. Serving on teams and committees as assigned.
4. Working cooperatively and positively with other staff members and with the University community.
5. Attending training and professional development as assigned.
6. Participating in other projects and duties as assigned.

CAMPUS INFORMATION:

Founded in 1868, UW–Whitewater is one of eleven comprehensive universities in a public higher education system that also includes two doctoral institutions and a statewide Extension. In the fall of 2018, as a result of the University of Wisconsin System’s restructuring of the state’s 13 two-year campuses formerly known as UW Colleges, UW–Rock County began operating as a branch campus of UW–Whitewater under the new name of University of Wisconsin–Whitewater at Rock County. Together, these campuses form a preeminent academic institution driven by the pursuit of knowledge, powered by a spirit of innovation, and focused on transforming lives. The University of Wisconsin-Whitewater Main Campus and Rock County Campus are located conveniently near Milwaukee, Madison, and Chicago, and thus offers the advantage of beautiful small-town environments with easy access to the cultural and commercial opportunities of major metropolitan areas.

The Warhawk family — led by caring faculty and staff — is devoted to student success within a broad range of academic programs. UW-Whitewater has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the state. The campuses have more than 200 student organizations and UW-Whitewater is a Division III NCAA university. UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.
    
ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 13-campus University of Wisconsin System (https://www.wisconsin.edu).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

Per UPS Operation Policy: TC1, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/asfr. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

To learn more about UW-Whitewater's competitive benefits packages go to our: ALEX webpage, which is our interactive benefits decision support tool.
    
SPECIAL NOTES:

UW-Whitewater embraces AAC&U’s LEAP principles (http://www.uww.edu/leap) and emphasizes student, staff and faculty participation in High-Impact Practices (https://www.aacu.org/resources/high-impact-practices). The Office of Research and Sponsored Programs (http://www.uww.edu/orsp) provides support for faculty scholarly and creative activities as well as other opportunities to apply for reassigned time and/or other resources to support research activities. UW-Whitewater faculty and staff also have access to technology transfer and research resources provided by WiSys (https://www.wisys.org).

CONDITIONS OF APPOINTMENT:

University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources.
    
TO ENSURE CONSIDERATION:

Applications received on or before November 10, 2019 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact us at 262-472-1024 or hrstudent@uww.edu.

For questions regarding the position, please contact:

Melissa Walton
Search Coordinator
waltonm@uww.edu
(262) 472-1385
    
HOW TO APPLY:

Only complete application packages will be considered. A complete application includes online submission of the following documents:

• Resume/CV
• Cover Letter/Letter of Interest
• Three Professional/Supervisory References with contact information

This Job ID is 16023.

Who Are You?

A potential applicant who is NOT currently employed by the University of Wisconsin System, click here and type in the Job ID: UW-Whitewater External Applicants

A current employee of the University of Wisconsin System, click here and type in the Job ID: UW-Whitewater Internal Applicants

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