Assistant Registrar for Catalog and Scheduling

Fairfax, VA
Mar 09, 2018
Institution Type
Four-Year Institution

Assistant Registrar for Catalog and Scheduling

George Mason University's Office of the University Registrar, within the Office of the Provost, invites applicants for the position of Assistant Registrar for Catalog and Scheduling. George Mason University has a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff and strongly encourages candidates to apply who will enrich Mason's academic and culturally-inclusive environment.

The Office of the University Registrar actively supports and leads change while serving as a strategic partner to those the office serves, focusing on the ways to become more efficient and effective while improving services to university constituents in meeting the needs of an evolving higher education environment. The Office of the University Registrar is one of several central units under the authority of the Office of the Provost and reports to the Associate Provost of Academic Initiatives and Services.


The Assistant Registrar for Catalog and Scheduling, as a direct report to the Associate Registrar, is a member of the Registrar's leadership team and is expected to be an effective manager and an active participant in improving services throughout the university. The incumbent is primarily responsible for the production of the Schedule of Classes and the University Catalog and requires a solid understanding of how to leverage information and ideas to support student needs and the institution's strategic goals. Duties are primarily performed from the Fairfax campus and include:

  • Overseeing the scheduling and catalog team to ensure the timely processing and completion of the Schedule of Classes, final exam scheduling, ad-hoc reservations, and the University Catalog. This includes:
    • Acting as system administrator for all CourseLeaf modules, to include preparing for each scheduling and catalog production cycle and troubleshooting with the software vendor or testing system upgrades.
    • Acting as system administrator for CollegeNet R25/25Live, to include preparing the system for the start of each scheduling cycle and troubleshooting with the software vendor or testing system upgrades.
    • Overseeing or managing the creation of the production calendars for each scheduling cycle and each catalog cycle and any associated documentation for dissemination in conjunction with the Associate Registrar for Catalog and Scheduling or the Academic Scheduling Manager.
    • Overseeing or managing the creation of the yearly academic calendar in conjunction with the Associate Registrar for Catalog and Scheduling.
    • Managing training of new users in all CourseLeaf modules, produce user manuals, and maintain information posted on myMason or website.
    • Ensuring that approved courses and course descriptions are updated timely within the database.
    • Ensuring the curriculum approval process is monitored and information on policy and procedures are kept up to date.
    • Writing reports to support catalog/scheduling planning and decision-making. Identifying and employing the kinds of statistics that may contribute to improved decision-making at the University.
  • Representing the Office of the University Registrar in the university community to ensure regular transparent communication regarding policies and procedures. This includes:
    • Communicating regularly with university-wide constituents regarding scheduling and catalog/curriculum policies, receiving feedback from the community regarding current scheduling and catalog practices, and updating university constituents on any changing procedures;
    • Participating in planning and implementing outreach efforts to improve communication and transparency across the university;
    • Contributing to business continuity documentation and the training process for new scheduling and catalog staff members.
  • Serving in a leadership role for the Catalog and Scheduling team and to the Office of the University Registrar as a whole. This includes:
    • Responsibility for managing the four-person scheduling and catalog team which processes all changes related to the Schedule of Classes, final exam scheduling, ad-hoc reservation, classroom updates, University catalog publication, course inventory updates, and program inventory updates;
    • Running reporting for data quality and communication purposes, including but not limited to: data quality reports for IRR, classroom utilization reports;
    • Providing status updates to the Associate Registrar and Registrar and collaborating with the Office of the University Registrar management team in developing and implementing policy and procedural changes;
    • Reassigning and reorganizing duties to streamline processes when possible;
    • Serving as back-up to the Associate Registrar for Catalog and Scheduling, to include but not limited to attending meetings as needed and serving as back-up Emergency Operations Group liaison.

Required Qualifications

  • Bachelor's degree from an accredited college or university, or an equivalent combination of education and demonstrated experience in a related area.
  • Experience reviewing curriculum for university policy compliance.
  • Experience with academic scheduling for a large university institution.
  • Experience managing large-scale projects/processes, e.g. academic scheduling or university catalog production.
  • Significant experience managing transactional work through a complex and integrated computerized student information system, preferably Banner.
  • Experience with Microsoft Office suite required, including spreadsheets.
  • Ability to quickly learn and use specific software packages related to fulfillment of responsibilities, e.g. CourseLeaf, Banner, etc.
  • Demonstrated critical thinking skills, including understanding of cause/effect relationships and application thereof.
  • Demonstrated self-starter. Ability to work independently in a fast-paced and customer service-based environment.
  • Strong verbal, written communication, and problem-solving skills. Ability to effectively communicate with a wide variety of university clientele.
  • Experience in at least minimal customer service settings.
  • Significant experience in student academic services.

Preferred Qualifications

  • Supervisory experience.
  • Prior experience in a Registrar's Office, preferably in a large, diverse university.
  • Web-design experience, including web-publishing and editing.

Special Instructions to Applicants:

For full consideration, applicants can apply for position number 02791Z at by March 25, 2018; complete and submit the online application; and upload a cover letter, resume, and a list of three professional references with contact information.

George Mason University is an equal opportunity/affirmative action employer, committed to promoting inclusion and equity in its community. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or protected veteran status.