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Assistant Registrar for Catalog and Curriculum Specialist

2 months ago

SaintBrieuc, Bretagne, United States George Mason University Full time
About the Position

The Assistant Registrar for Catalog and Curriculum plays a critical role in supporting the Office of the University Registrar at George Mason University. This position is responsible for maintaining accurate course, degree program, and section level records, primarily in electronic format. The successful candidate will communicate and solve problems regarding academic policy and procedures as it affects the publication of the University Catalog and the curriculum review and approval process.

Key Responsibilities
  • Catalog & Curriculum Ownership
    • Manage and monitor the curriculum approval process and the annual catalog review process;
    • Maintain all error checking in CIM and resolve errors as found;
    • Process course inventory requests as needed either manually or using Banner Bridge;
    • Run data quality reports and conduct data clean-up as needed;
    • Train end users on various software packages, including creation/submission/modification of curriculum proposals, and conduct ad-hoc training;
    • Respond to all email queries/requests;
    • Create/maintain software training materials;
    • Edit the Registrar's website as needed;
    • Process all curriculum changes in Banner to include program codes, major, minor, and concentration codes, working with admissions to turn programs on and off as approved by Mason and SCHEV;
    • Maintain all INTO codes, non-degree codes, and dual-degree codes;
    • Work closely with IRR to ensure CIP codes are correctly listed in Banner and CIM;
    • Test for updates and troubleshooting (including organizing Bridge testing for CIM Courses) and partnering with CourseLeaf on form updates for CIM and CAT (includes form updates and new features and enhancements);
    • Participate in the testing process for CL products we are testing in DEV (ex. new CIM or CAT features and form changes), and troubleshooting;
    • Review curriculum proposals and communicate potential issues to academic units, and trouble-shoot;
    • Communicate with academic units regarding stalled proposals and errors;
    • Review catalog content for designated colleges and apply editorial experience as needed;
    • Maintain existing training materials and provide input or assist with the creation of new training materials;
    • Conduct required testing related to any and all updates or software patches in a timely manner and with appropriate documentation; and
    • Review data entered on an ongoing manner.
  • Provide High-Quality Customer Service to Faculty/Staff/Students in All Aspects of the Position and in High-Stress Situations
    • Serve as a customer service representative of the Registrar's Office;
    • Listen for the unspoken part of questions or dilemmas;
    • Offer alternative creative solutions;
    • Follow through in a timely manner; and
    • Follow FERPA when communicating with students, parents, and faculty.
  • Cross-Functional Support
    • Provide cross-functional support and guidance to other O.U.R. teams;
    • Assist any other Registrar unit on an as-needed basis as assigned by supervisor;
    • Support the Senior Associate Registrar and University Registrar with office operations while exercising sound judgment, diplomacy, and confidentiality when interacting with constituents;
    • Collaborate with University, Senior Associate, and Assistant Registrars to realign work between departmental teams to support the University's operational excellence and strategic planning goals;
    • Assist the University Registrar in prioritizing multiple competing projects and manage the time of staff and resources accordingly to complete departmental responsibilities in a timely and efficient manner;
    • Participate in the overall planning of activities within the Office of the University Registrar, including developing, recommending and implementing major policy and procedural changes; and
    • Represent the Registrar's Office in meetings as needed.
  • Leadership Performance Expectations
    • Effectively communicate and demonstrate excellent administrative and human interaction skills, particularly in balancing the diverse needs of the academic community and those of Academic Affairs while working effectively within the Office of the University Registrar;
    • Work proactively with the University Registrar, Associate Registrars, Assistant Registrars, central departments, academic units, and university leadership on changes to business processes or practices to ensure student service records integrity;
    • Review changes to systems and facilitate review of possible changes to create new or enhanced functionality;
    • Lead and participate in regular meetings with campus constituents to decide on practices across the enterprise;
    • Ensure that the team's customer service is at a level of excellence - whether via phone call, e-mail, or in-person. Execute motivational, positive leadership in using established best practices while injecting an innovative and strategic mindset among staff;
    • Serve as a degree audit and catalog expert on a variety of university committees as requested;
    • Provide situational updates, as well as project status updates, to the University Registrar and Senior Associate Registrar; and
    • Manage and coach direct reports in the Office of the University Registrar and set direction for the Degree Audit, Catalog & Curriculum team.
  • Management of the Technical Components of Degree Audit Tools
    • Responsible for needed training within the Degree Audit team and for high-level training of professional and faculty advisors as needed;
    • Responsible for the academic integrity of student records in Banner, the student information system, and for the builds, scribes, and maintenance of the degree audit requirements and programs in DegreeWorks and Stellic degree audit tool(s);
    • Lead the effort to review existing rules each new academic year to ensure accuracy and rewriting rules in DegreeWorks, utilizing SCRIBE programming, to conform to current catalog requirements;
    • Serve as the point of escalation for the Degree Audit team to ensure elevated responses are provided when needed;
    • Maintain reports for data quality in student records;
    • Promote quality assurance controls in the Office of the University Registrar that support records integrity;
    • Participate in testing of software upgrades and improvements; and
    • Monitor performance and individual development of all staff, address training needs and provide career development opportunities such as workshops, seminars, and training programs.

Required Qualifications:

  • Bachelor's degree in related field or the equivalent combination of education and experience;
  • Experience providing customer service to an assertive clientele;
  • Experience handling multiple priorities within a hectic workplace;
  • Experience with various electronic applications, including e-mail and word processing;
  • Experience with the application of rules and regulations;
  • Customer service skills;
  • Strong detail orientation;
  • Ability to re-focus after frequent interruptions;
  • Ability to function amidst a hectic pace;
  • Ability to handle multiple priorities at once and prioritize work tasks;
  • Ability to think logically through steps in a process;
  • Strong communication abilities in order to explain rules or policies to others; and
  • Capability to perform and learn various electronic applications.

Preferred Qualifications:

  • Experience with web/internet applications;
  • University experience; and
  • Registrar's office experience.