Administrative Analyst/Specialist - Exempt I
Under the general supervision of the Associate Registrar, the Schedule of Classes (SOC) Coordinator provides advice and expertise in the evaluation and assessment of the Oracle PeopleSoft application as it pertains to the Schedule of Classes (SOC). Using the ability to independently plan, organize, coordinate and perform, initiate and monitor the class schedule creation, including but not limited to prior term copy, class schedule security monitoring, creation and maintenance of combined sections; building new classes and cancellation of sections as needed, adjusting class associations (units, grading modes) handling multiple demands from various academic departments as necessary for the optimal class schedule. The incumbent plans and leads meetings with the program analysts within each academic department; manages the development and administration of quality control audits and standards dictated by university policy as it pertains to the Schedule of Classes; presents written and spoken end user training and large forum presentations; tests new software releases for Oracle PeopleSoft applications, CSUCI custom modifications, Common Management Systems modifications and third-party vendor implementation/updates related to Schedule of Classes; reviews and analyzes changes in campus and/or CSU policy or business practices and advises and proposes solutions to support those changes; publishes schedules and coordinates the Schedule of Classes build process between numerous university departments; maintains Schedule of Classes website, along with other Registrar area websites; provides technical and consultative support to academic and administrative department such as, Program Analysts, department Chairs, Deans, Managers of Academic Space Planning, Institutional research, IT, faculty and staff for Schedule of Classes related topics; assists in the development of enrollment related how-to-guides, such as preparing business process guides for class schedule and Student Records related processes and conduct class schedule open labs and training for academic department coordinators. As the representative of the Office of the Registrar, research and address class schedule and student records inquiries. Using judgment and discretion reflective of thorough knowledge of the academic calendar, develop each term's time-line and sequence of schedule building tasks for academic departments, as well as the Calendar of Activities and Deadlines for students and department/ college staff for planning future terms. Constantly monitor schedule via online audits and PeopleSoft query; using working knowledge and principles applicable to course catalog, class schedule and registration, analyze scheduling/registration problems and offer solution recommendations to the departments. Analyze functional problems presented by department schedulers.
Records Team Member: Provide backup for processing grade changes, educational leave requests, major, minor changes additions and cancellations, advisor changes, student petitions, graduation date changes, disciplinary actions and diploma printing. During registration, assist with coordination and assignment of student appointments, including but not limited to the following: prerequisite and post enrollment checks, learning community registration, freshmen pre-registration activities. Troubleshoot on behalf of students with vendor related to transcript requests. Using thorough knowledge of the PeopleSoft registration and scheduling policies and procedures, assist students, faculty and academic departments with solving registration and grading problems. Analyze, interpret and apply academic and administrative regulations to students, faculty and administrator inquiries and recommend solutions and best courses of action. Provide backup coverage and inquiry research and troubleshooting to the intake area of the Office of the Registrar. Provide registration support by working with individuals at all levels of the university: students and faculty, academic departments and college offices, as well as other student support offices, including troubleshooting problems with enrollment requirement groups, waitlisting, time conflicts, etc. Performs other duties as assigned.
REQUIREMENTS OF POSITION:
Bachelor's degree from an accredited university and/or the equivalent to a minimum of 2 years of training and progressively responsible administrative work experience. This position is an on-campus position with work location in an office setting. Prior scheduling, data analysis and project management experience preferred. Thorough knowledge of general practices, program, and/or administrative specialty, and operational and fiscal analysis and techniques. Advanced knowledge of policies, procedures, and outside regulations pertaining to CSU policy. Ability and specialized skills to: take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved; expertise in investigating and analyzing problems with a broad administrative impact and implications; ability to train others and provide lead work direction; interpret, and apply a wide variety of policies and procedures to develop conclusions and make recommendations; analyze data and make accurate projections using business mathematics and basic statistics. Ability to interpret. communicate and apply university policy and procedures. Requires attention to detail and ability to work on multiple tasks simultaneously. Must possess strong interpersonal skills and the ability to adequately comprehend needs and convey information through both oral and written communication and demonstrate the ability to establish and maintain professional relationships with coworkers, faculty, staff, students and the campus community. Demonstrates a willingness to assist students, the general public, and fellow employees as needed for the office functioning over the annual Registrar Office processing cycle. Excellent organizational skills in order to balance large and varied workload; ability to work effectively in fast-paced, heavily interrupted environment. Must be skilled in troubleshooting problems and developing effective solutions; ability to make constructive recommendations for improvement in procedures/programs; demonstrated initiative and skills in planning, organizing, coordinating and performing work without direct supervision. Ability to make independent decisions and exercise sound judgment. Ability to lead, train, and motivate others; ability to maintain productive working relationships with campus community, Chancellor's office, representatives from public and private organizations. Ability to provide outstanding customer service and respond appropriately to conflicts. Strong computer skills (knowledge of scheduling, MS Office, email, desktop publishing software and student database.) Ability to generate and manage institutional reporting data. Ability to administer information in PeopleSoft student module and provide training and consultation support for users of this module. Ability to use office equipment such as personal computer, as well as server bases applications. Must possess excellent written and oral communication skills and a demonstrated commitment to the principles of diversity. Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Employee works in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employee may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment.
Hiring Range: $3,897 - $4,732 per month
Closing Date/Time: Open until filled