Schedule of Classes Coordinator/Certifying Officer
Primary Purpose: Under General Supervision of the Assistant Registrar, the Schedule of Classes Coordinator/Certifying Officer performs duties related to creation and maintenance of the schedule of classes for the University. This position also serves as a certifying officer for needed areas, including certifying military and veteran students, certifying student athletes for NCAA, and certifying enrollment and graduation status to the National Student Clearinghouse. The Schedule of Classes Coordinator/Certifying Officer will also support the Office of the Registrar day-to-day operations via testing administrative systems and auditing reports.
Essential Functions: Schedule of Classes Coordinator:
Coordinate the preparation of fall, spring, and summer sessions schedule of classes, in addition, participate as necessary with all school schedulers campus-wide and coordinate communication with academic schedulers to audit the schedule.
Analyze schedule of classes change forms from departments and programs for accuracy and complete information and work to accommodate specific course offering needs.
Coordinate entry and ensure the accurate and timely entry of changes in Banner, with colleges and departments as needed.
Evaluate scheduling requests for adherence to campus policies and campus conditions, as well as in relation to overall campus scheduling; contact departments for supplementary information and justifications, as necessary.
Prepare the final examination schedule.
Provides coordination and support for Universitys Veterans Affairs compliance, serves as Universitys Certifying Official, and produces and provides records, enrollment certifications, special program certifications and other documentation necessary for veteran students and Veterans Affairs Office.
Provides coordination and support on Universitys athlete eligibility and/or compliance issues.
Certifies enrollment and graduation status to the National Student Clearinghouse.
Evaluator-Related Duties. Under close supervision of the Assistant Registrar, supports the Evaluation Team, including but not limited to:
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 colleges 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.
Transfer Articulation, including: o Maintains system transfer catalogs. Makes appropriate updates to catalogs based on quarterly curriculum reports. o Updates CA community colleges and other institutions articulation agreements annually to make changes to current courses in system transfer catalogs. o Assists in developing new online information and maintaining accuracy of transfer articulation-related information on the web. o Coordinates evaluation of non-traditional credit for: military, Advanced Placement (AP), International Baccalaureate (IB), and College Level Exam Placement (CLEP). o Serves as a liaison between university and schools for transfer articulation, test credit and other issues.
Academic Records-Related Duties:
Serves as front line customer support within Registrars 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.
Provides support for the Academic Regulations Committee (ARC) process.
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.
Performs other duties as assigned or requested.
Three (3) years related experience OR one (1) year of experience in a Registrar or Records Office.
Experience with Ellucian Banner Student Module or equivalent Student Information System.
Familiarity with Pacifics 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.
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.
Hiring Range: Commensurate with experience, non-exempt
Background Check Statement: Applicants who are selected as final possible candidates must pass a criminal background check.
Drawing on its rich legacy as the oldest chartered university in California, Pacific is a student-focused, comprehensive educational institution that produces outstanding graduates prepared for personal and professional success. Our student body thrives in Pacific's small classes and dynamic cultural environment, while our distinguished alumni are transforming their communities every day.
University of the Pacific is a nationally ranked university with a long tradition of dedicated teaching, small class sizes, practical experience and vibrant residential life. The breathtaking main campus in Stockton, California is home to seven schools and colleges, with more than 80 majors and programs of study. Pacific also has the McGeorge School of Law in Sacramento and the Arthur A. Dugoni School of Dentistry in San Francisco. Total university enrollment is nearly 7,000, with 3,757 undergraduates in an average class size of 19 and a student/faculty ratio of 14:1. Eighty-seven percent of students come from California, with 35 other states and 25 foreign countries also represented.