Special Information

• This position is an on-site position which requires the incumbent to complete their work primarily at an NAU site, campus, or facility with or without accommodation. Opportunities for remote work are rare.

About the Department/College

The Office of the Registrar at Northern Arizona University plays a vital role in supporting student success and academic integrity. We manage and maintain student records, oversee course registration and scheduling, support curriculum and catalog development, and ensure compliance with university policies and federal regulations. Our team collaborates closely with students, faculty, and staff to provide accurate, timely, and student-centered services that uphold the academic mission of NAU.

About the Position

This is an in-person position on the Flagstaff Mountain Campus. This position is dedicated to the smooth and accurate operation of centralized academic scheduling within the Office of the Registrar. The person in this role works with academic units to plan and build class schedules and is not student-facing. This position plays a key role in monitoring and managing class data and data integrity through the Class-Scheduling-System (Coursedog) and Peoplesoft (SIS). This employee will interact regularly with university faculty, staff, and administrators across NAU to clarify needs and resolve concerns related to all facets of academic scheduling.

Only complete applications will be considered and must include the online application, a current resume, and a cover letter outlining your interest in this position and how past experiences match the job requirements. Also required are three professional references with current contact information; references will not be contacted without permission.

Responsibilities Include

40% - Coordination of Class and Room Scheduling

• Enforces policies and processes related to class scheduling.
• Coordinates and consults with assigned academic departments to build classes or change class setups in the CLASS-SCHEDULING-SYSTEM, while conforming to policy.
• Works with departments to clarify crucial data and update curriculum changes accurately.
• Communicates clearly and freely with team-mates, throughout the week. Consults with senior coordinators and supervising Associate Registrar on how to handle unusual cases.
• Communicates clearly and diplomatically with unit schedulers via e-mail and phone—and uses screenshots, templates, and issue-specific language to provide instructions and/or explain requirements.
• Monitors and assists academic units when planning and building schedules for each term.
• Train individual schedulers (or small groups) in the essential concepts and practices of scheduling and the use of scheduling software + tools + data resources.
• Assists with other duties related to academic scheduling as assigned.

30% - Enrollment Functions

• Will assist in the add/drop processes student requests, department requests, petitions, and admin drop.

10% - Data Extraction, Reporting and Data Integrity

• Extracts and analyzes data from several software platforms and performs functions including compiling reports, accessing data on rooms and room usage, class placement in rooms, audit, and data integrity queries.
• Ensures data integrity and conformity to curricular rules and maintains and updates system definitions.
• Uses class scheduling platform (Coursedog) to review departmental requests, delve into class details, and run reports.
• Compares the class scheduling platform information to parallel information in PeopleSoft, course catalog, and room-assignment software (currently EMS).
• Uses the class scheduling platform to review/grant/deny schedule change and exception requests, based on research, policy, and established procedures.
• Monitors and maintains centralized scheduling class schedule-build process. Takes appropriate action when necessary to correct records within systems and ensure information in PeopleSoft matches information in the class scheduling system.

10% - Functional System Administration

• After in-house training, serves as back-up functional system administrator for the class scheduling system (Coursedog)
• Participates in methodical end-user testing including update and fix maintenance cycles for PeopleSoft and the class scheduling platform.
• Provides technical assistance for the PeopleSoft Schedule of Classes area and the class scheduling system (Coursedog), as needed.

5% - Webpage Maintenance

• Will assist Sr. Coordinator with webpage maintenance and updates.

5% - Other

• Other duties as assigned.

Minimum Qualifications

• Associate or Bachelor’s degree.
• 2 years of relevant experience.

*A combination of related education, experience, and training may be used as an equivalent to the above Minimum Qualifications.

Preferred Qualifications

• Experience with student information systems, such as PeopleSoft, Oracle, Banner.
• Experience with database structures and data mining, particularly mid-to-advanced Excel.

Knowledge, Skills, & Abilities

Knowledge

• Knowledge of various academic processes (including course scheduling, management of classroom spaces, course enrollment management, grade collection).
• Knowledge of computer-based registration and scheduling systems.
• Proficiency with Microsoft Office Suite, specifically with Excel.
• Knowledge of college and university class scheduling, curricular processes, policies, and procedures.

Skills

• Excellent logical analysis and problem-solving skills
• Skills in prioritizing and completing multiple tasks of varying complexity and urgency in a timely and efficient manner.
• Strong interpersonal and customer service skills.
• Shows initiative and desire to solve problems within allowed parameters.
• Willingness to learn how to research/resolve system problems, especially to determine if they can be cleared locally or need to be escalated upward.

Abilities

• Ability to systematically use/research manual recordkeeping when automated information management options cannot track questionable or individualized data.
• Demonstrated ability to work effectively and efficiently in a team setting.
• Ability to work independently as a proactive problem solver but know when to work collaboratively or to ask for help.
• Demonstrated ability to meet deadlines.
• Ability to work well with individuals from diverse cultural/generational backgrounds.

Compensation

Salary range is $38,628 - $41,307. Annual salary commensurate with candidate's qualifications and related experience.

Pre-Employment Check

Northern Arizona University requires satisfactory results for the following: a criminal background investigation, an employment history verification and a degree verification (in some cases) prior to employment. You may also be required to complete a fingerprint background check. Also, as an employer in the state of Arizona, NAU is required to participate in the federal E-Verify program that assists employers with verifying new employees' right to work in the United States.

This position has been identified as a safety/security sensitive position. Therefore, per AZ Revised Statute, Northern Arizona University requires satisfactory results for the following: a criminal background investigation, employment history investigation, degree verification (in some cases) and fingerprinting. If you are applying for a job that requires a CDL, you will be required to register with the Federal Motor Carrier Safety Administration Drug & Alcohol Clearinghouse and adhere to the clearinghouse requirements.

Notice of Availability of the Annual Fire and Security Report

Each year Northern Arizona University releases an Annual Security Report. The report is a result of a federal law known as the Clery Act. The report includes Clery reportable crime statistics for the three most recent completed calendar years and discloses procedures, practices and programs NAU uses to keep students and employees safe including how to report crimes or other emergencies occurring on campus. In addition, the Fire Safety Report is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus as this campus has on-campus student housing. This report discloses fire safety policies and procedures related to on-campus student housing and statistics for fires that occurred in those facilities. If you would like a free paper copy of the report, please contact the NAUPD Records Department at (928) 523-8884 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.

Immigration Support/Sponsorship

NAU will not provide any U.S. immigration support or sponsorship for this position.

Submit your Application

To apply for this position, please click on the "Apply" button on this page. You must submit your application by midnight of the application deadline.

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process, please contact the Disability Resources Office at 928-523-8773, DR@nau.edu, or PO Box 5633, Flagstaff AZ 86011.