Associate University Registrar for Faculty Services, Scheduling and Classrooms - Office of the Univ
Associate University Registrar for Faculty Services, Scheduling and Classrooms - Office of the University Registrar
The Associate University Registrar for Faculty Services, Scheduling and Classrooms participates with the University Registrar and other senior office professionals in the management of the Office of the Registrar. Reporting to the University Registrar and Assistant Provost, the Associate University Registrar has duties that include but are not limited to:
Management, Planning, and Operations
- Works with superiors and colleagues in the Registrar's Office, and in other departmental offices, to identify, evaluate, implement, and upgrade new software systems; streamline and improve efficiency of processes; and make recommendations regarding ways to accomplish all goals.
- Makes recommendations to University Registrar on policy setting and consistent application of policies.
- Hires, trains, and directly supervises Assistant Registrar for Academic Scheduling, Manager of Scheduling Systems, Manager of Course Evaluation Systems, and Executive Director of CETS.
- Indirectly supervises and participates in hiring and training of Academic Services and CETS personnel.
- Ensures that all processes are completed according to the University Registrar's Schedule of Events, and that all constituents are courteously and efficiently assisted, in responsibilities that include AdAstra and CoursEval systems; schedules classes for fall, spring and summer; manages classroom renovations and maintenance; conducts course evaluations; final examinations; ad-hoc room scheduling; front counter services; and CETS.
- Completes employee appraisal forms for direct reports and review indirect reports.
- Participates in the merit review process.
- Advises and directs employees on schedules, excellent customer service, and efficiency of processes.
Fall and Spring Schedule of Classes
- Manages the timely and accurate production of the fall and spring schedule of classes.
- Collects and prepares materials for distribution to departments.
- Works with Associate University Registrar for Technology on term role semester set-up.
- Proofs parts-of-term in Banner.
- Reviews all schedule submissions from departments.
- Performs a space analysis for each department based upon prior like semester's usage.
- Assigns all teaching spaces for main campus courses using the electronic scheduling system, Ad Astra, an accumulated knowledge of faculty preference, enrollment tendencies and individual classroom features.
- Plans office production timetable for schedule of classes and schedules meetings with staff to review.
- Negotiates with faculty and departmental personnel for resolution of time, space, and curricular constraints.
- Assigns appropriate teaching space for all courses, associated discussion sections, and film viewings.
- Maximizes use of limited teaching space using analytical tools and carefully controlling departmental time allocation.
- Resolves all homeless courses with departments and faculty.
- Coordinates publication of course schedule on web.
- Continually monitors course enrollments to ensure that the assigned classrooms contain enough physical space for students registered.
- Analyzes faculty teaching schedules to ensure continuity of space for back-to-back teaching assignments and to accurately reflect faculty preferences.
- Assesses impact and disruption of schedule changes to student schedules, along with consequences of space allocation when advising academic departments of changes to the schedule.
- Processes myriad schedule changes from departments.
- Assists the University Registrar with analyzing pre-registration data, contacting department chairs, and creating additional course sections resulting from student demand.
- Directs assignment of classrooms for summer, special programs, and renovations.
- Accepts all incoming inquiries from faculty regarding problems with their given classroom assignments in order to improve unsatisfactory teaching environments to assist faculty and students.
- Resolves problems by relocating courses or by directing CETS or Facilities Management to correct the problem.
- Identifies appropriate courses to switch, if necessary.
- Negotiates all changes with affected professors.
- Closely collaborates with faculty and academic administrators for timing and notifying students of classroom changes.
- Relocates all class assignments as needed for physically challenged students and faculty in compliance with the Americans with Disabilities Act (ADA).
- Directs appropriate staff members to provide notification of changes as necessary.
- Creates, schedules, designs, and implements classroom renovation plan.
- Works to create a long term strategic plan for classrooms.
- Serves as the primary initiator and director for arrangement of all classroom enhancements.
- Allocates and approves funding on all classroom projects and maintenance in designated accounts.
- Works with the Chief Finance Officer for the Main Campus and the University Registrar to arrange for funding of classroom renovation projects and ensures that projects do not exceed budget.
- Provides direction to the Executive Director of CETS to identify spaces for improvement and coordinate installation of new classroom technology.
- Serves on UCSWG Committee with University Registrar and representatives from UIS, CETS, CNDLS, and faculty to identify and address classroom technology challenges.
- Works closely with university architects, engineers, facilities management, and outside contractors to ensure that classroom enhancements are conducted on time, within budget, and according to specifications.
- Collects feedback from faculty and other constituents after completion of designated classroom projects.
- Serves on ad hoc Committees formed to renovate specifically identified and funded classrooms.
- Serves as primary point of contact for faculty, departmental and student concerns regarding condition of classroom spaces.
- Coordinates with CETS' supervisors and zone managers regarding their daily inspection of the classrooms and appropriately corrects or reports all problems reported.
- Maintains characteristics of all main campus classrooms in Banner, AdAstra and EMS.
- Conducts personal inventories of classrooms to note ongoing maintenance problems and notification of Facilities Management about problems detected.
- Manages the day-to-day operations and supervision of CETS.
- Provides advice, guidance, and direction to Executive Director of CETS on policy, management, operations, personnel, and budget matters.
- Assists the Executive Director with preparation of budgets, balancing of CSRs, and ensuring that budgets are not overspent.
- Provides annual merit review evaluation of Executive Director and reviews all other performance appraisals of CETS staff.
- Serves on search committees to select and hire new employees.
- Participates in presentations and other training sessions to increase knowledge of classroom technology.
- Works with Executive Director to ensure that classroom technology is up-to-date and proper equipment is available to faculty and students.
- Master's degree
- 7 to 10 years of previous supervisory and administrative experience
- Preference for experience in an academic setting
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