Nipissing University POSITION DESCRIPTION

Transcription

1 Nipissing University POSITION DESCRIPTION POSITION TITLE: DEPARTMENT: Associate Registrar Scheduling and Registration Office of the Registrar SALARY LEVEL: Six (6) EMPLOYMENT DEFINITION (STATUS): SUPERVISOR (POSITION TITLE): Full-time Administration Registrar DATE POSITION CREATED: May 2010 DATE REVISED: May 2013 SUMMARY OF FUNCTIONS: The Associate Registrar, Scheduling and Registration manages, provides daily overall leadership, direction, support, and is accountable for, a diverse range of University activities relating to enrolment, registration, progression, and timetabling. The incumbent manages staff engaged in a wide range of activities from frontline student and faculty service, to data entry and maintenance of, scheduling, timetabling, room booking, exam administration, and course registration, and oversees, administers, and innovates the processes and programs in place to manage these activities. The Associate Registrar is an expert resource for the Registrar for all matters related to course registration and course scheduling, final and deferred examination scheduling, and academic-space utilization as well as aspects of the University s academic curriculum and how that curriculum relates to registration and timetabling functions of the Office of the Registrar. The Associate Registrar interacts daily on a wide range of issues with a wide spectrum of students, academic administrators, faculty members, and non-academic staff in offices throughout the University, and maintains contact with a range of external stakeholders. DUTIES & RESPONSIBILITIES: I. TIMETABLING (40%) A) PRODUCTION OF ACADEMIC SCHEDULES - Responsible for all aspects of course scheduling at all campuses, including the determination of faculty and student schedules and the allocation of space and coordination of limited specialized resources (lab equipment, technical equipment, etc.). - Maintains an up-to-date, expert-level knowledge of Nipissing academic programs, options, and courses and understands how all elements interrelate. Such knowledge is essential in creating term schedules that maximize student access to core and elective courses as well as minimize the need for the University to invest in additional resources (e.g. course instructors, buildings, rooms, etc.). - Liaises with Deans, Chairs/Directors, satellite campuses, Canadore College Deans, Registrar, and Academic Scheduling Officers (the position schedules Canadore s faculty members and space in our joint programs) to ensure the timetable satisfies requirements for faculty teaching, research, and service as determined by the University (and College, in the case of joint programs), as well as conforms to the collective agreements of both institutions. Reviews information submitted by all parties for accuracy. -1-

2 - Exercises mastery over several pieces of software, including: Datatel (writing and running queries to extract loading-sheet information, historical registration, student and faculty information), Microsoft Access (writing queries and building/maintaining accuracy of data across over 50 linked tables, many of which have tens of thousands of lines of data), Infosilem SIS Transfer (for migrating data between Access and Infosilem Suite and well as validating the accuracy of data), Infosilem Suite (for scheduling), Infosilem Sectioner (for evaluating student demand) - Evaluates and decides on requests for changes to the timetable after it has been published; resolves scheduling challenges, conflicts, and complaints (and assesses the resulting impact on students and enrollment if changes are made after the timetable has been published). - In collaboration with the Registrar, determines academic dates related to course registration(term start/end/add/drop, etc.) in consultation with all stakeholders. B) EXAM SCHEDULING - Responsible for all aspects of exam scheduling in all undergraduate, graduate, and professional, and distance-education courses, including the determination of faculty and student exam schedules and the allocation of space (including specialized and shared spaces). - Plans, organizes and decides on space for examinations, including coordinating the efficient use of shared space with Canadore College. - Schedules dates, rooms, and supervisors for deferred and special exams. - Develops, updates, and implements institutional policies/protocols/procedures for the scheduling and invigilation of final and deferred examinations. C) SPACE ALLOCATION - Allocates classroom space for all users to maximize the efficient use of the physical resources (including all special one-time and ad hoc requests from students, faculty, and external groups and individuals for meetings, special events, etc. in conjunction with course offerings, and ongoing roomchange requests). - Oversees and approves room changes; negotiates with faculty and staff to resolve complaints about physical resources; liaises with facility services, plant and property, UTS, and security to resolve myriad room-specific issues. - Maintains (in both Datatel and Infosilem Suite and Enterprise) an inventory of all available teaching space, including information regarding number of seats, room configuration, equipment available and use restrictions (e.g. space shared with Canadore). D) SCHEDULING SYSTEMS & DATA ANALYSIS - Works with UTS Programmers/Analysts to maintain and update scheduling software and ensure server updates and accessibility; communicates changes with Enterprise users and ensures desktop clients are updated as server updates occur; troubleshoots related issues as they arise. - Analyzes space-utilization information; evaluates data for strategic and statistical purposes and prepares reports for internal and external use, including for budgets and for providing data for institutional reporting to COU and MTCU. -2-

3 - Recommends changes to physical space, new configurations for existing space; takes an active role in discussions and planning for capital expenditures in relation to the addition of teaching space (i.e. construction of new academic space, purchase of furniture and technology for rooms). II. REGISTRATION MANAGEMENT (40%) A) Registration Administration - Leads activities with respect to registration of all student populations: undergraduate, graduate, and professional, fulltime and part-time, onsite (at all Nipissing University campuses) and online/distance. - Authorizes specific plans of study for second-degree student programs. - Acts as Institution signatory for verification of student enrolment for insurance companies, external scholarship/award recipients, QECO, OSSTF, varsity athletics, employers, etc. - In collaboration with the Registrar and the Associate Registrar - Systems and Records, enforces University policy with regard to progression and exercises discretion where possible. - Oversees the recommendation process to OCT for teachers who complete AQ/ABQ courses. - Initiates and maintains dialogue with the Registrar of Canadore College (in regard to students enrolled in joint programs); ensures the exchange of information between Institutions for enrollment purposes). - Liaises with Deans/Chairs/Faculty Members with regard to course-specific restrictions/permission and special exemptions and exceptions B) DATA INTEGRITY & ANALYSIS - Manages the implementation of all registration information and processes for all courses/programs/faculties (undergraduate, graduate, professional, in-service, etc.) into Datatel. Programs and writes the rules and restrictions that are applied in the UI and WebAdvisor registration processes - Assesses student registration challenges; identifies problems and tests solutions. Tracks and analyzes trends and advises Registrar and Deans/Chairs/Directors on the interpretation of data to improve student access to courses. - Oversees collection, entry, and safeguarding of student data (midterm and final grades, leaves of absence, etc.) - ensures compliance to rules related to the access and release of confidential data stored in the University s as it relates to registration files is accessed and released in accordance with University policy and privacy legislation. - Oversees portions of (and manages revisions to) the Academic Calendar areas relating to registration, and scheduling. -3-

4 III. DAY-TO-DAY PROJECT OVERSIGHT AND PARTICIPATION (20%) - Oversees the University exam processes (including deferred and special exams). Plans and schedules exam supervision. Hires, trains, and supervises exam proctors for each exam session; manages proctor budget and approves related expenditures. Accountable for integrity of the overall process, including managing and coordinating the production, storage, distribution, and destruction of final exam papers. - Evaluates, directs, and fulfills requests for information and provides registration and scheduling data to Deans, Chairs/Directors, University offices, Canadore College, and external stakeholders, as requested. - Acts as main contact for all Infosilem-related questions by users in the Nipissing community. Work with UTS programmers/analysts to resolve software and server issues experienced by users. Designs and distributes Infosilem training materials. Leads the training of new users. Oversees and monitors software usage to ensure all Enterprise users follow established conventions and processes; follows-up with users when anomalies are discovered to ensure future compliance. - Engages in daily contact with students, as well as a range of staff and faculty members who work with students, to clarify university policies and procedures and answer questions; acts as an expert resource and point of contact for all things relating to registration and scheduling, - Attends and participates in a range of committees and exercises (Senate curriculum committees, grade-appeal committees, student petitions committees, student awards, exchange student committee, NSO, Chairs/Divisions/Department meetings, etc., and other committees and activities as assigned). - As requested, prepares and delivers presentations to students, faculty members, and the general University community. - Makes recommendations to the Registrar regarding budget items - Attends conferences (Infosilem, OURA, etc.) Any other duties as assigned by supervisor QUALIFICATIONS: Education: Undergraduate degree (masters preferred) plus five years of related experience, or an equivalent combination of education and experience Training or experience may be substituted for formal academic training. Skills, Training, and Experience: Excellent analytical and problem-solving skills, with the ability to identify, analyze and propose solutions and efficiencies (with a view towards automation) for various business problems and demands Excellent oral and written communication and interpersonal skills, with proven negotiation and disputeresolution skills Strong management skills with the ability to oversee staff, assess performance, and achieve results through collaboration and creativity. Strong ability to master and apply a large, complex and ever-changing set of rules and policies Strong ability to organize and coordinate multiple tasks and responsibilities in a timely, responsive manner -4-

5 Experience fostering and maintaining relationships within a complex network of disparate stakeholders using good judgment, tact, diplomacy and discretion Experience with Infosilem EnCampus Suite, Timetabler and Exam Scheduler and Event/Enterprise scheduling software is an asset. Experience with other software including MS Office applications (Access and Excel) and Datatel Familiarity with the operations of Nipissing s academic and administrative departments, and student- and faculty-service departments Demonstrated ability to work independently and take initiative and leadership to solve problems. Policy-development experience POSITION RELATIONSHIPS: Reports to: Registrar Workers Supervised: Three (3) Registrar Clerks (OPSEU - Clerk C positions); student workers and exam proctors INTERPERSONAL RELATIONSHIPS/PERSONAL CONTACTS: INTERNAL: - Staff, students, faculty - Committees - Security EXTERNAL: - Canadore College Registrar, Deans, Academic Scheduling Officers - Individuals at partnership sites (BComm College Partnership (College administrators at partner sites), Nursing Scholar Practitioner Program & Nursing RPN-BScN option (hospital and program administrators at partner sites) - QECO, OCT, Banks, Scholarship Trust funds, Insurance companies, etc. - Infosilem - Parents/family members of students - Other Universities MATERIALS UTILIZED: - Academic Calendars, Datatel manuals, Infosilem database specifications - Curriculum Committee/Senate Agendas/Reports/Minutes - Nipissing and Canadore Collective agreements - Computer and accessories - Telephone, , Fax PHYSICAL DEMANDS: - Intense visual/mental concentration - Light to sedentary demands - Occasional climbing, lifting - Stress in meeting deadlines and dealing with agitated staff and students - Multi-tasking - Constant interruptions due to the variety of duties and responsibilities -5-

6 I have read my position description, and it has been reviewed with my supervisor. I understand what my duties and functions are, and I will carry out all of my responsibilities as herein described Employee Name (Please Print) Employee Signature Approvals Supervisor Director, Human Resources & Employee Relations (Revised October 2013) H:\USER\HRPOSI\JOB-DESC\DESCRIPT\REGISTRAR\Associate Registrar - Scheduling & Registration.docx -6-