Employment at ArtCenter

Enrollment Services

Associate Registrar, Academic Scheduling

The Associate Registrar, Academic Scheduling provides leadership, problem solving, and strategic execution in optimizing use of the College’s classrooms and instructional spaces. This includes serving as the College’s Event Management Software (EMS) superuser to manage scheduling of all classroom spaces as well as collection and analysis of all relevant data needed to ensure the smooth functioning and maximal usage of rooms. Providing direct assistance to the Registrar and working across academic and administrative departments, the incumbent will develop and implement a plan for utilization of space that addresses stakeholder needs while simultaneously serving institutional priorities across three semesters per year. The Associate Registrar will also assist with operational and personnel functions as assigned and provide high quality customer assistance and senior project leadership on special projects, as directed.

Reports to: Director, Enrollment Services and Registrar

FLSA status: Exempt

Salary grade: 8

Job posted 11/20/2019. Applications will be accepted until the position is filled. Qualified applicants should send resume with cover letter and employment application to HR@artcenter.edu and reference “Associate Registrar” in the subject line.

Applicants responding to posted job openings are asked to include a completed employment application with the application materials listed in the job posting.

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  • Bachelor's degree in business administration, management, education or related field from an accredited college or university
  • 3–5 years’ experience working in academic registration and scheduling
  • Knowledge of the Family Educational Rights and Privacy Act (FERPA), academic standards and protocol
  • Strong interpersonal skills for student counseling and to build effective working relationships with faculty and staff
  • Proficient in Microsoft Office Suite and event management software
  • Experience with classroom scheduling databases and tools
  • Ability to analyze and utilize historical and empirical data
  • Strong analytical, problem-solving and time management skills; is highly organized, able to balance priorities, and detail-oriented
  • Ability to work cross-departmentally, understanding and prioritizing multiple points of view to create effective, creative solutions
  • Ability to work independently and as part of a team
  • A commitment to diversity, and the ability to establish and maintain effective working relationships within ArtCenter’s diverse communities
  • Demonstrated commitment to providing excellent service to students, faculty and staff

Preferred Qualifications

  • Experience using Ellucian Colleague
  • Experience with EMS scheduling software
  • Experience in higher education

Mandatory Duty to Report

All employees who know or have reason to know of allegations or acts that violate ArtCenter’s Title IX Policy prohibiting discrimination, harassment, retaliation, sexual harassment, sexual misconduct, sexual violence, dating violence, and stalking shall promptly inform the DHR Administrator and Title IX Coordinator, or designee or the Assistant Dean of Students or designee. Faculty with a mandatory duty to report are required to disclose all information including the names of the parties, even where the person has requested their name remain confidential.

Pursuant to the California Child Abuse and Neglect Reporting Act (CANRA), all employees who know of or have reason to suspect child abuse or neglect involving alleged victims under age 18 shall promptly inform local law enforcement or the county welfare department.

Essential Functions

Scheduling Operations — 60%

  • Act as primary point of contact and liaison for all academic departments within the college on a range of complex issues related to scheduling of academic courses
  • Negotiate complex departmental needs and resolve conflicts as they relate to space use
  • Utilize the college’s Event Management Software “EMS” to schedule degree courses for three semesters per year
  • Utilize EMS to create queries and run reports including weekly event schedules
  • Train all new employees on EMS as well as current staff who are new users
  • Provide ongoing training, support and trouble-shooting for individual academic department schedulers on all aspects of room assignment and reservations
  • Research and stay current on best practices, policies and procedures as they relate to academic calendars and room scheduling
  • Distribute current enrollment and schedules to academic departments throughout the registration period
  • Manage waitlists, adjust enrollment limits where appropriate, recommend cancellations due to low enrollment and distribute enrollment over multiple sections
  • Manage and respond to requests for ad-hoc use of classrooms and other instructional spaces
  • Analyze scheduling practices and formulate improvements to enhance space utilization
  • Develop and maintain user guides and conduct on-going training for department schedulers
  • Work closely with the leadership to develop and implement strategies to improve the efficiency and effectiveness of semester/annual course and event scheduling

Student Advisement — 25%

  • Academic advising — advise students concerning academic, registration, and/or records problems
  • Management of enrollment and student schedules
  • Ensure the accuracy and security of student academic records in accordance with FERPA, College policies and standard records management practices

Other — 15%

  • Represent the Office of Enrollment Services and office interests to the larger ArtCenter community at various meetings
  • Maintain membership and active involvement in applicable professional organizations
  • Other duties as required

Physical Demands and Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; interactions with other individuals. Due to the nature of the work environment, there is regular exposure to fumes, dust and noise.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; ability to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight (up to 20 pounds); to operate modern office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Regular and consistent attendance are required for most positions. Ability to travel between campuses.

Vision: Must be able to have the visual capacity to perform activities such as preparing and reading reports, viewing a computer terminal and other normal office work with or without correction.

Hearing: Must be able to communicate effectively in the course of normal office communication or exchange ideas with or without correction.

The above statements are intended to describe the general nature and level of work performed by the employee assigned to this job; they do not purport to describe all functions. Employees may be assigned other duties, and the essential functions may be changed from time to time as necessary.

ArtCenter College of Design is committed to excellence through the establishment of a diverse faculty and staff that best represents our student body and its surrounding communities. The College considers qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity/expression, sexual orientation, genetic information, medical condition, marital status, veteran status, or disability. Applicants who wish to request an accommodation for a disability may contact the Human Resources Department at (626) 396-2270.