The Office of the Registrar is the academic record-keeping centre for the institution, creating and protecting student academic files. The Registrar's Office serves students, faculty, and the CBU community by responding to general inquires, administering the academic regulations, coordinating updates to the academic calendar, course catalog, and overseeing the annual convocation ceremonies.
Responsible for the preparation of the academic timetable and exam schedules; coordinating CBU registration processes (students and faculty); the production of a range of academic and other reports; preparation of the annual Dean's List; and responding to specific queries for information/data. Also participates in the development of new systems related to these functions including assisting with the implementation of new software programs. Completion of these responsibilities requires communication within and outside of Registrar's Office, including Deans, Chairs, faculty, and students.
1. For each academic term, and consistent with academic regulations and procedures, the Data Analysis/Logistics Coordinator is responsible for:
- Directly scheduling, having a comprehensive understanding of the scheduling process, preparation of the course schedule, and actioning changes to the curriculum in the course catalog;
- Ensuring the Course Timetables are published on time and student registration occurs following established dates and deadlines;
- Coordinating and assigning building/spaces based on room capacity and program needs, and actively collaborating with the other stakeholders to ensure we are providing the required sequential classes/electives necessary for students' path to graduation.
- Auditing and providing recommendations to faculties to support best course sections;
- Analyzing and ensuring viability of faculty submitted schedules in alignment with enrollment expansion targets and space availability;
- Preparing reports and advising on institutional space utilization for centrally managed and faculty managed spaces;
- Auditing and ensuring accuracy of academic dates in calendar and system;
- Providing recommendations to guide system maintenance and enhancements
- Utilizing effective reporting tools to investigate, anticipate, and resolve any academic space issues;
- Formulating data informed recommendations for scheduling policies and guidelines.
2. Prepare the academic timetable and exam schedules within institutional scheduled timelines while ensuring that schedules are consistent with academic regulations, class size and available space, pedagogical class suitability, and qualitative schedule requirements for faculty and students. Specifically:
- Utilizing specialized software and extracting appropriate data from Colleague, Infosilem, preparing the academic timetable, including all classroom assignments;
- Independently coordinating course scheduling by creating, building, and editing semester course schedules for up to eight semesters at a time;
- Preparing examination schedules and adjusting the schedule as needed and assisting with enforcement of the policy;
- Responding to individual requests and complaints, and negotiating changes;
- Regularly updating the student information system, Colleague, in terms of courses, professors, room scheduling, course caps, etc;
- Identifying, analyzing and rectifying any system/information problems that arise;
- Incorporating requested changes to the timetable (late additions, course cancellations, conflicts etc.);
- Responding to problems raised by faculty, Deans, Chairs, staff, and students, with respect to the timetable, resolving or referring, as appropriate;
- Preparing fall and winter examination schedules and the summer exam schedule for distance education courses;
- Ensuring exams and timetables are publicized via the web site;
- Updating and maintaining the course catalog in a timely manner and room scheduling to reflect numbers in specific courses as registration progresses;
- Analyzing and isolating problems/issues that arise, requiring research on such issues as changes in course name/number/credit hours; identifying solutions and consulting with appropriate authority before implementing changes; and
- Handling classroom booking requests from the university community.
- Act as a liaison between Scheduling/Curriculum and other stakeholders across the University.
- Ensure communications are timely, informative, and appropriately represent Scheduling/Curriculum and the university.
- Conduct interfaculty meetings and support institutional training for Scheduling and Curriculum.
- Work with the team to prepare other user-friendly reports or presentations as required.
4. Coordinate CBU registration processes (students and faculty) including faculty grade submission:
- Analyze and solve problems with faculty web access and grade submissions.
- Analyze and solve problems with respect to registration, grade reporting, and other system related processing issues.
- Troubleshoot online faculty access and web grade submission issues.
- Maintain the integrity of student data including course registrations and term and final grades.
- Verify and enter grades manually submitted.
5. Preparation of reports:
- Respond to a variety of requests for data/reports from Deans, Chairs, faculty, and Registrar.
- Prepare, distribute, and field general queries regarding the annual posting of the Dean's List.
- Liaise with IT development programmers regarding system issues and reporting needs.
- Must ensure the integrity of student data, including course registrations and drops, term and final grades, and must maintain CBU's confidentiality procedures and security around student academic issues.
Other related duties as may be required from time-to-time. Assist with signature events such as convocation, open house, etc.
- Baccalaureate degree in a relevant discipline such as information/database management or technology, or computer science.
- Minimum of five (5) years' experience in data base management, with a sound understanding of data base management and experience with query language.
- Demonstrated analytical and problem-solving skills.
- Demonstrated organizational skills, and the ability to multi-task, meeting competing deadlines
- Excellent interpersonal relations and communication skills.
- Software programming skills.
- Proficiency in MS Office, web browser, ERP Databases (Student Database), desktop publishing with the ability to learn updated and/or new software quickly.
- Willingness and interest in ongoing technical training to maintain relevancy
- Experience in a post-secondary educational institution in a Registrar's Office an asset.
- Experience in scheduling/timetabling, and/or project management an asset.