Job Details
Title:  Staff Specialist for Class Scheduling
Category:  Registrar / Records
Posted On:  05/15/2019
Deadline:  06/14/2019
 
Institute:  Duke University
Location:  Durham, North Carolina
Link:  https://sjobs.brassring.com/TGnewUI/Search/Home/Home?partnerid=25017&siteid=5172#home (type: 401597937)
 
Description:
POSITION SUMARY:
The Staff Specialist for Class Scheduling is responsible for all scheduling related activities, including communication with departments and processing of requests from the Trinity College of Arts & Sciences, Graduate School, Divinity School, Nicholas School of the Environment, Pratt School of Engineering, Sanford School of Public Policy, Global Education Office, and Summer Session Office. Under the supervision of the Assistant Registrar for Class Scheduling, the Staff Specialist also manages the scheduling software and trains new users.

Responsibilities Include (but are not limited to):
•	Process fall, spring and summer scheduling requests for departments, schools, and offices university-wide. 
•	Enforce University Course Schedule Policy by reviewing schedule submissions for compliance and managing exception requests.
•	Check submitted schedules for errors and correct where possible or notify scheduling units for resolution. 
•	Manage the class scheduling inbox, respond to inquiries, flag emails, and maintain communication with departments and other scheduling units.
•	Notify students about class changes and cancellations after schedules are made publicly available for the term.
•	Coordinate with staff responsible for course request and classroom request processing to ensure all scheduling requests are fully processed in time for registration.
•	Assist with technical and functional setup and management of scheduling software, including user access. 
•	Develop university-wide training program for class scheduling process and software utilization.
•	Coordinate and lead individual and group training classes for new and existing department schedulers. 
•	Identify, log, and report class scheduling application issues to tech support team.
•	Process new instructor/advisor requests and work with departments and SISS Office (Student Information Services and Systems) to resolve discrepancies with existing records.
•	Manage access to Department Assistant and Registrar Network (DARN) mailing list.
•	Perform routine testing of system updates to ensure proper functionality of class scheduling tasks within the class scheduling application and PeopleSoft Campus Solutions. 
•	Respond to information requests received via e-mail, phone and in-person from various constituencies, both internal and external, for information about Registrar specific activities and services, as well as 
        university wide activities and services.
•	Answer telephone/email, give answers to questions ranging from directions to other campus facilities to employment enrollment verifications, tuition information/billing, graduation clearance, or direct to 
        appropriate staff members.

Other Responsibilities Include:
•	Process and distribute student transcripts.
•	Process enrollment verifications. 
•	Perform periodic quality control checks (QC) to ensure data accuracy.
•	Serve as a front counter receptionist, as scheduled.
•	Develop and keep current procedure documents that reflect tasks performed by the position.
•	Perform other office related tasks, as assigned by Office Manager or other management personnel within the office.

Minimum Education Required: Work requires knowledge of basic mathematical, research and communications principles normally acquired through two years of postsecondary education. 

EXPERIENCE: Work generally requires four years of clerical or research experience to acquire strong skills in administrative or project research responsibilities as well as accepted office management, communications and research practices. A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and two years of the experience requirement. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Describe the type of experience required and/or preferred:
Required:
•	Proficient with Windows Operating System and Microsoft Office Suite. 
•	Excellent oral and written communication skills. 
•	Strong organizational skills a must - ability to prioritize, organize and manage multiple tasks. 
•	Enjoys working in a fast-paced, constituent-oriented environment in which commitment to a common mission and reliance upon and support to other team members is expected and valued.
•	Ability to learn, adapt to, and navigate between multiple university and enterprise applications, including, but not limited to: PeopleSoft Campus Solutions, DukeHub, Department Schedule Validator (DSV), 
        Course Request System, Perceptive Content (ImageNow) and Credential Solutions (e-Transcripts).
•	Ability to generate test scenarios and procedures used to verify functionality or software bugs in applications used.

Preferred:
•	Experience working with PeopleSoft Campus Solutions 
•	Experience conducting individual and group training sessions

NOTE:  The Office of the University Registrar is in the process of implementing the Courseleaf Section Scheduler (CLSS), and this position will play an integral role in the installation, testing, training and use of this new tool.
 
Contact Info:
Bill Burig
abbj@duke.edu
919-684-9028



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