Associate Registrar, Academic Scheduling


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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.


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

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

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


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

How to Apply

Applications will be accepted until the position is filled. Qualified applicants should send resume with cover letter and employment application to 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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Posted on November 21