Associate Registrar, Academic Services

Job Summary

The Associate Registrar for Academic Services provides strategic leadership for academic space management, exam scheduling, and system governance for the University City campus. This role ensures the accurate and efficient scheduling of classrooms, common examinations, and final examinations, maintains data integrity across key institutional systems including Banner, EMS and CLSS, and provides expert guidance to academic departments, faculty, and administrative partners on scheduling policy and best practices.

The Associate Registrar supervises the Operations Manager and provides guidance on daily scheduling operations while focusing on escalated scheduling issues, high-level analysis, system optimization, and institutional planning.

The Associate Registrar ensures data integrity across Banner, EMS and CLSS, develops quarterly common and final exam schedules, collaborates with the Office of the Provost and Event Services on space utilization strategy, and produces advanced reporting to support decision-making. This role ensures operational continuity during emergencies and contributes to major annual processes such as First-Year Block Registration and the annual course audit. This role is essential to maintaining a reliable, data-driven, student-centered scheduling infrastructure for the University City campus.

This is a hybrid position, working primarily in-person throughout the week.

Essential Functions

• Provides oversight of the centrally scheduled room pool and ensures policy compliance across academic units.
• Acts as liaison between academic departments and faculty to resolve scheduling conflicts and enforce policy.
• Assigns centrally scheduled classrooms in EMS for academic classes, common examinations, final examinations, and events (in cooperation with Event Services) and ensures policy compliance.
• Responsible for collecting Common Exam and Final Exam needs from academic departments and for crafting these exam schedules each quarter in Schedule Expert/EMS.
• Under the direction of the Office of the Provost and the University Registrar, coordinates OUR response to campus emergencies impacting class and exam schedules (e.g., assists with relocation assignments and/or makeup arrangements for classes / exams impacted by facilities incidents and inclement weather closures).
• Analyzes space utilization to ensure efficiency and compliance with disability accommodations for students and faculty as defined by Disability Resources and Human Resources respectively.
• Oversees system configuration and process improvements in EMS in collaboration with Event Services.
• Manages upkeep and posting of schedules to the Final Exam Information SharePoint.
• Processes section time change workflow requests ensuring alternative room assignments are available in EMS.
• Works closely with campus partners in University Facilities and Instructional Media Services to resolve facilities and technology issues impacting the centrally scheduled classroom pool.
• Produces advanced utilization reports and presentations for the Office of the Provost, Facilities, and senior leadership.
• Works with the University Registrar, the Senior Associate Registrar for Academic Services, and the Office of the Provost to address complex scheduling challenges and develop long-term strategies.
• Plans accordingly for future goals and objectives as defined by the division of Enrollment Management and Student Success (EMSS) and the University's strategic plan in association to scheduling, student services, and new building/classroom creation.
• Supervises the Exammail email account and responds to all section room change requests.
• Supervises the Operations Manager, providing training, guidance, and performance oversight. o Resolves escalated or complex scheduling conflicts that exceed the scope of the Operations Manager.
• Conducts high-level audits in Banner, EMS and CLSS, ensuring cross-system data accuracy and alignment with institutional standards.
• Provides clear, visually engaging, and structured documentation for academic departments regarding room scheduling, university time blocks, course distribution policy, etc.
• Contributes to annual scheduling activities, including First-Year Block Registration and annual course audit processes (July operations may require evening work.)
• Provides operational continuity during emergencies and strategic initiatives led by senior leadership.
• Provides operational back up as needed for the Associate Registrar and Operations Manager of Academic Services and other team member responsibilities as needed.
• Performs additional duties as assigned.

Required Qualifications

• Minimum of a Bachelor's Degree or the equivalent combination of education and work experience. (Please review the Equivalency Chart for additional information.)
• Minimum of 3 years of experience working in a college or university setting.
• Experience in academic room assignment optimization and final exam scheduling.
• Expertise working with Ellucian Banner, Colleague or other ERP systems.
• Experience influencing institutional policy and leading complex academic projects.
• Excellent interpersonal skills and demonstrated ability to function as a team player.
• Proven ability to manage and prioritize multiple tasks and complex projects in a dynamic environment, ensuring timely and high-quality outcomes.
• Advanced data analysis and reporting skills using Excel (PivotTables, VLOOKUP).
• Strong analytical and problem-solving abilities.
• Excellent organizational and planning skills.
• Proactive and adaptable self-starter who works independently and collaboratively within a team.
• Ability to craft engaging documentation.
• Demonstrated ability to think "out of the box."
• Ability to work on-call throughout the year as needed for emergencies (remotely).

Preferred Qualifications

• Highly experienced in utilizing/maintaining EMS for academic and event scheduling.
• Experience crafting registration-based final exam schedules (using Schedule Expert or similar).

Location

• Hybrid/Flexible Work Arrangement

Additional Information

This position is classified as Exempt, grade L. Compensation for this grade ranges from $62,630 - $93,950 per year. Please note that the offered rate for this position typically aligns with the minimum to midrange of this grade, but it can vary based on the successful candidate's qualifications and experience, department budget, and an internal equity review.

Applicants are encouraged to explore the Professional Staff salary structure and Compensation Guidelines & Policies for more details on Drexel's compensation framework. For information about benefits, please review Drexel's Benefits Brochure.

Special Instructions to the Applicant

Please make sure you upload your CV/resume and cover letter when submitting your application.

A review of applicants will begin once a suitable candidate pool is identified.

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