Posting Details

Job TitleSchedule of Classes Coordinator/EvaluatorUnion LevelDepartmentRegistrar (SAC)CampusSacramento Posting Number201302140PFull or Part TimeFull TimeNumber of Months12Work Schedule

Work performed in a standard office environment and during normal business hours. Infrequent overtime may be required based on business need.
Optional travel for training, workshops, conferences, and cross campus collaboration.

Position End DateOpen Date08/03/2020Close DateOpen Until FilledYesSpecial Instructions to Applicants

For first consideration, please apply before August 24th, 2020.

Primary Purpose

Under General Supervision of the Associate Registrar, the Schedule of Classes Coordinator/Evaluator performs duties related to creation and maintenance of the schedule of classes for the University, including management of the EMS system for all academic scheduling needs. This position supports functions as an evaluator, including services in the areas of academic records, registration, articulation, and evaluation. This position is responsible for research, analyzing, and assessing student academic history requirements; advising and guiding faculty, staff, and students regarding registration, transfer, and graduation issues, and academic policies; and performing a variety of technical tasks relative to assigned area of responsibility. This position also serves as backup coverage to the certifying officer for needed areas, including certifying military and veteran students, and certifying enrollment and graduation status to the National Student Clearinghouse. The Schedule of Classes Coordinator/Evaluator will also support the Office of the Registrar day-to-day operations via testing administrative systems, registration, enrollment, auditing, and reporting.

Essential Functions

Schedule of Classes Coordinator:
• Coordinates the preparation of fall, spring, and summer sessions schedule of classes, and participates as necessary with all school schedulers’ campus wide.
• Performs schedule optimization and adherence to time blocks in EMS.
• As needed, coordinates the acquisition of scheduling data for the schedule build process for the fall, spring, and summer sessions schedule of classes.
• Analyzes returned schedule of classes change forms from departments and programs for accuracy and completed information.
• Coordinates entry and ensures the accurate and timely entry of changes in Banner and EMS, participates with colleges and departments as needed.
• Evaluates scheduling requests for adherence to campus policies and campus conditions, as well as in relation to overall campus scheduling; contacts departments for supplementary information and justifications, as necessary.
• Accommodates specific course offering needs.
• Coordinates communication with college schedulers to audit the schedule
• Prepares, programs, and posts the final examination schedule, as well as integrates exam bookings within EMS.

Evaluator – Under close supervision of the Associate Registrar, supports the evaluation of student records:
• Researches, analyzes, and assesses student academic history for completion of graduation requirements.
• Advises and guides faculty, staff, and students regarding transfer and graduation issues and academic policies; recommends a course of action regarding course acceptance, transferability, grade point averages, course substitutions and equivalencies, and various other information.
• Analyzes and evaluates complex academic records, transcripts, and course equivalencies to determine graduation fulfillment.
• Analyzes the catalog rights of each college’s curriculum rules and regulations; determines the appropriateness to each student record.
• Advises and processes repetition of course records upon review of student academic performance and comprehensive guidance.
• Works with various computer applications; updates academic records including degree audits, grade point averages, and unit totals; enter transfer courses and granting of degrees.

Academic Records Management-Related Duties:
• Serves as front line customer support within Registrar’s Office, providing assistance to students, faculty, staff, and community responding to inquiries and providing instruction and information upon request.
• Provides information to campus community related to academic policy, registration, drop/add schedule, and academic records.
• Provides verification from confidential academic records for agencies requesting student and alumni information.
• Works on confirmed/cancelled and walk-in withdrawals and day-to-day transcript processing.
• Provides transcripts, enrollment verifications, degree verification and anticipated date of graduation, and other related information.
• Composes a variety of correspondence to students, staff, faculty, and educational institutions regarding requests for course descriptions, curriculum issues, verification of degrees, and other related information.
• Tracks and maintains records archive of student records.
• Assists in administering the OnBase document imaging system.
• Scans all archived paper records from off- site storage into OnBase system.
• Ensures record retention policies are adhered to for all documentation in all media formats.
• Coordinates ongoing records acquisition from Admissions and integrates into Registrar records management.

Certifying Officer – Related Duties:
• Provides cross-trained, back-up support to the University’s Certifying Official, and produces and provides records, enrollment certifications, special program certifications, and other documentation necessary for veteran students and Veterans Affairs Office as needed to support the Certifying Official.
• Certifies enrollment and graduation status to the National Student Clearinghouse as needed.

Performs other duties as assigned or requested.

Minimum Qualifications

Three (3) years related experience OR one (1) year of experience in a Registrar or Records Office.

Preferred Qualifications

• Bachelor’s Degree.
• Experience with Ellucian Banner Student Module or equivalent Student Information System.
• Familiarity with Pacific’s three campuses.
• Knowledge of EMS and the Room Optimization Process or equivalent.
• Proficiency in the Microsoft Office Suite or equivalent.
Skills/Knowledge and Expertise:
• Strong written and oral communication skills.
• Attention to detail.
• Capable of handling multiple projections simultaneously with frequent interruptions.
• Ability to work independently and demonstrating strong critical thinking skills.
• Demonstrated commitment to inclusivity and diversity.

Physical Requirements

The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requires extended periods of sitting and repetitive hand/wrist motion while using a computer keyboard and phone. Also requires standing, walking, climbing stairs, bending, stooping and reaching. Occasional lifting up to 25 pounds.

Work Environment/Work Week/Travel:
Work performed in a standard office environment and during normal business hours. Infrequent overtime may be required based on business need.
Optional travel for training, workshops, conferences, and cross campus collaboration.

Hiring RangeBackground Check Statement

All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

AA/EEO Policy Statement

University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * Do you have 3 years related experience OR 1 year of experience in a Registrar or Records Office?
   • Yes
   • No
2. * Are you currently excluded from participation in Medicare, Medicaid or any other Federal health care program?
   • Yes
   • No
3. * Have you received notice that you are under review for possible exclusion from Medicare, Medicaid or any other Federal health care program?
   • Yes
   • No
4. * How did you first learn about this employment opportunity?
   • University of the Pacific Website
   • Asianlife.com
   • Blackperspective.com
   • CentralValleyJobs.com
   • Craigslist
   • Dice.com
   • Higheredjobs.com
   • Hispanic-Jobs.com
   • Indeed.com
   • Insidehighered.com
   • LinkedIn
   • Lgbtconnect.com
   • Metrochamber.org
   • Monster.com
   • Thelaa.org
   • SimplyHired.com
   • Workplacediversity.com
   • Association of American Colleges and Universities (AAC&U)
   • Chronicle of HIgher Education
   • Diverse Issues in Higher Education
   • EDUCAUSE
   • Higher Education Recruitment Consortium (HERC)
   • Higher Education Recruitment Consortium - Northern California (NorCal HERC)
   • Modesto Bee
   • Pacific Employee
   • Personal Referral
   • Professional or Association Listserv
   • Publication or website from a professional organization
   • Sacramento Bee
   • San Francisco Chronicle
   • Stockton Record
   • Agency Referral
   • Other Online Job Board

Applicant DocumentsRequired Documents

1. Resume
2. Cover Letter/Letter of Application

Optional Documents

1. Other Document