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Assistant University Registrar for Calendars, Classrooms, and Scheduling, Office of the University Registrar - Division of Finance
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Position Number: 5234428
Location: Philadelphia, PA
Position Type: Business and Financial Management

Assistant University Registrar for Calendars, Classrooms, and Scheduling, Office of the University Registrar - Division of Finance

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title
Assistant University Registrar for Calendars, Classrooms, and Scheduling, Office of the University Registrar - Division of Finance

Job Profile Title
Associate Director B, Student Services

Job Description Summary
The Scheduling team is integral to the Office of the University Registrar (OUR). Lead by the Associate Registrar for Scheduling, the team manages all aspects of scheduling including calendars, classrooms, facilities, and registration configuration; the team also provides tier-1 support for campus partners regarding section maintenance, data, classroom assignments, academic events, exams, registration, and system and technology needs including training.

The team frequently collaborates with staff in school registrar offices, compliance offices, Information Systems and Computing, provost, school deans, academic departments, faculty, and vendors.

The Assistant Registrar for Scheduling must have extensive experience with course, event, and exam scheduling and how it supports academic records and the mission of the university.

The Assistant Registrar for Scheduling must understand the dependencies in downstream scheduling and registration systems and is responsible for the configuration, access, and training of these systems including Courseleaf scheduling and registration applications and Infosilem scheduling applications. This position reports to the Associate University Registrar for Scheduling.

The Assistant Registrar for Scheduling works closely with campus partners in the Vice Provost for Education, Financial Aid, and various schools and divisions to compile and configure academic, registration, and operational dates and deadlines.

This person will participate in the alignment, integration, and development of technological improvements, across several systems including Banner, Courseleaf, Infosilem and BPLogix.

This individual will participate in the development, recommendation, testing and implementation of policies and procedures that affect the administration of scheduling and registration data and will advise the University Registrar regarding such policies.

The position oversees the administration of processes related to scheduling and exam configuration in Infosilem; academic scheduling for courses, events, and exams, reporting and analysis of section and registration data, and registration deadlines, with special attention to data integrity/accuracy, compliance, policies and procedures, and excellent customer service.

In the Division of Finance, we recognize diversity and inclusion is paramount to a positive and thriving work environment; it is a business imperative. We are committed to actively fostering diversity, inclusion and cultural competency throughout our operational efforts in the Division of Finance. This role will be critical in supporting those efforts and demonstrating behaviors and competencies that reflect Penn's values.

We take pride in the myriad ways that diversity enriches our curriculum, and the cultural and social life of our campus. Penn's commitment to achieving eminence through diversity is ultimately a commitment to creating a more vibrant university so that our graduates will be both stimulated and empowered to shape a better world.

Job Description

Job Responsibilities:

The Assistant Registrar for Scheduling is expected to uphold industry standards and best practices across all functions related to the role and demonstrate high levels of proficiency in managing in a very complex systems environment.
Significant ongoing project work requires the Assistant Registrar for Scheduling to possess previous experience in project management, change management, strong registrar related functional expertise with demonstrated leadership experience, and time management skills.
This position is expected to function with a high degree of professionalism, discretion, and autonomy.
Serve as a cross-functional, business, and technical stakeholder for Infosilem as well as other university systems supported by the Office of the University Registrar.
Provide leadership in the support of existing applications that support undergraduate, graduate, and professional school scheduling.
Provide leadership in the support of the Central Pool Classrooms, including analysis to inform decisions on renovations, prioritization, and scheduling.
Solve problems and enable opportunities for the introduction of appropriate technology.
Conduct in-depth analysis on how best to improve business processes.
Participate in implementations of new systems, and planning and support testing for patches, enhancements, and upgrades of existing systems.
Collaborate with cross-functional teams on data initiatives, system configuration, and the implementation of new technology solutions.
Develop a culture of superior customer service when dealing with customer tickets, phone calls, and email communications.
Provide training and documentation in support of section maintenance and scheduling.
Lead, manage and mentor team members in assigned area.
Operational oversight for day-to-day delivery of a service or program.
Financial management; ensures resources are managed effectively.
Partners with teams in student services and across Penn's schools and departments.
Lead/ support the development of strategic plans/ initiatives.
Other duties and responsibilities as assigned.

Qualifications:

Bachelor of Science, Bachelor of Arts, and 2 to 3 years of experience or equivalent combination of education and experience is required.
Bachelor's degree.

Preferred:

3+ years of administrative experience, including data management, student information systems, and operations.
3+ years in a college or university level registrar office with a comprehensive understanding of a registrar's office business processes and best practices.
Proficiency in Banner, Infosilem, and Courseleaf applications.

Proven record of exemplary customer service.
Knowledge of federal regulations and higher education policies and practices related to student academic records.
Excellent written and verbal communication skills.
Ability to interact with all levels of personnel and communicate clearly and effectively to diverse faculty, staff, and students regarding complex government and University policies and regulations.
Proven ability to manage multiple priorities under hard deadlines in a fast-paced environment while maintaining a high level of professionalism and exceptional attention to detail and accuracy.
Excellent organizational, interpersonal, and problem-solving skills.
Excellent judgment, discretion, and ability to maintain confidences.
Ability to evaluate and implement technological improvements to meet best practices.
Ability to analyze and solve complex problems in systems.
Proficiency with computers, Microsoft Office, and student information systems, with the ability and willingness to quickly learn new systems and software.
Ability to demonstrate tact and diplomacy in dealing with difficult issues and/or diverse organizations.
Ability to develop positive and cooperative relationships with students, faculty, staff, parents, professional colleagues, and the public.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Division of Finance

Pay Range
$43,919.00 - $75,000.00 Annual Rate
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.
Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.
Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Franklin-Building/Assistant-University-Registrar-for-Calendars--Classrooms--and-Scheduling--Office-of-the-University-Registrar---Division-of-Finance_JR00089616