This position is responsible for supporting curriculum planning and implementation, including classroom usage/scheduling, management of course schedule and data in SES and the online course catalog, preparation of department curriculum reports, and support for Registrar in managing departmental affairs.
Please note: In support of final exam administration, this position will need to work two Saturdays per year (once in Dec for Fall exams, and once in April or May for Spring exams). These dates will be known several months in advance.
Scheduling and Curriculum Management
Understand and support business processes with regard to registration and class scheduling and the use of SES/CAESAR. Serve as the expert on all system functionality related to these areas.
Develop in-depth knowledge of the calendars, processes and deadlines by which the class schedule information is collected, entered, and produced.
Schedule the curriculum in SES and maintain course data/descriptions. Responsible for updating enrollment caps, class descriptions, course attributes, room assignments, and credit assignments in SES. Maintain the “time block” and publish the time block to the Registration webpage.
Responsible for all room usage and reservations related to curriculum matters, including entering and approving room requests in EMS, reviewing academic imports and subsequent room reassignments for non-curricular events, resolving academic conflicts on behalf of students, working with faculty and faculty assistants to schedule make-up classes and review sessions, and facilitating classroom moves for various Law School events
Maintain records regarding faculty room and teaching time preferences/needs. Responsible for memorializing & communicating EMS policies to faculty and staff.
Maintain and publish the exam schedule.
Manage course catalog data to ensure all electronic resources (public and internal) reflect current course offerings and faculty information (including section-specific class descriptions, class attributes, teaching methodology, and evaluation method). Use SES to run reports to review course data. Maintain CourseLeaf catalog system and work with IT to update course catalog each term.
Develop expert knowledge of the course catalog and how to add/remove/change/maintain the catalog.
Develop extensive knowledge of the processes and principles governing the academic calendar, including building and managing terms, sessions, registration, and grade dates.
Update and maintain the academic calendar in CAESAR. Identify potential issues with future term dates that may create conflicts with holidays, exams, breaks, or the university’s quarter calendar and work with the Registrar to resolve the conflicts before the calendar is published.
Work with Law IT to maintain the calendar on the law school’s website.
Support staff regarding policy, business procedures, and utilization of SES for courses, classes, class scheduling, room scheduling, registration, and record maintenance.
Serve as liaison to the Bookstore and provide curricular information for Law School book orders. Draft all communication to faculty and faculty assistants regarding the book order process and associated deadlines.
Ensure compliance with federal laws mandating publication of reading materials prior to registration cycles and with ABA standards for maintaining course data.
Assist with maintenance of Registration and Records website.
Serve as point person for the exam administration process.
Write and run queries to review and analyze class schedule, registration data, graduation audits, grade posting, and ad hoc reporting/analysis. Make recommendations for policy and process changes based on this data analysis.
Aid in design and testing for all upgrades, fixes and modifications and conversions for the Oracle Campus Solutions student records and campus community modules.
Prepare curriculum and other departmental reports in SES.
Manage adjunct faculty processes related to the curricular area. Work with Assistant Dean for Academic Affairs to schedule adjunct faculty teaching, organize onboarding presentations, create adjunct compensation budget, and communicate returning and new adjunct faculty appointments to HR. Serve as primary point person for maintaining adjunct faculty guide covering topics such as: appointments, payroll/compensation, parking, scheduling make-up classes, faculty support, creating course materials, and CLE credit requests.
Work in conjunction with Assistant Dean for Academic Affairs and Associate Dean for Academic Programs to create Residential Faculty Overload budget and process Residential Faculty overload payments
Collaborate with the Law Registrar to identify priorities and potential areas of growth and improvement for the office. Coordination of special projects and other duties as assigned.
A high school diploma or equivalent required.
5 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
Experience in a collegiate registrar’s office.
Three or more years of increasingly responsible experience in university administration.
Experience with large-scale student information systems like Oracle Campus Solutions (PeopleSoft) or Banner.
Ability to work independently and as part of a team.
Ability to establish and maintain good working relationships with colleagues, students and faculty.
Experience with course scheduling and academic calendar maintenance.
Preferred Competencies: (Skills, knowledge, and abilities)
Communicates effectively one-to-one, in small groups, and in public speaking contexts; writes precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar.
Solid organizational skills and attention to detail; supports organizational policies; anticipates demands/pressures and adjusts accordingly.
Demonstrates logic, rationality and objectivity; shows common sense; uses all available information to make educated decisions.
Strong time management and organizational skills.
Successfully uses multiple software programs independently. Software may include Microsoft Office, applications such as PowerPoint, Word, Excel, Access, Outlook, web browsers, PeopleSoft, EMS, and others.
Previous experience with PeopleSoft Campus Solutions.
Strong consideration will be given to those applicants with experience in the areas of class scheduling, academic calendar maintenance, and registration.
Demonstrated leadership ability, such as empowering through appropriate delegation, establishing clear understanding of roles and accountabilities, setting clear expectations, providing feedback and guidance, and holding people accountable.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 35628
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.