VILLANOVA UNIVERSITY
Assistant Registrar for Academic Scheduling
VILLANOVA UNIVERSITY, Villanova, Pennsylvania, United States
Assistant Registrar for Academic Scheduling
Position Summary: The Assistant Registrar for Academic Scheduling is responsible for the creation and maintenance of academic course and room schedules for all undergraduate and graduate campuses.
Collaborates with the registration team regarding all scheduling related activities associated with incoming first‑year and transfer students and the management of the final exam schedule.
Additionally, collaborates with the Associate Registrar on event scheduling, management and maintenance of the scheduling software and end‑user portal.
Represents the Associate Registrar at meetings as needed.
Comprehends the impact of registrar processes and activities on other institutional areas as well as the impact of university processes, activities and changes to the Registrar’s Office.
Compiles data trends and reporting analysis as needed for course demand and scheduling assessment in conjunction with the Associate Registrar.
Villanova is a Catholic university sponsored by the Augustinian Order.
The University is an equal opportunity employer and seeks candidates who understand, respect and can contribute to the University’s mission and values.
Why work at Villanova?
Join a mission‑driven organization.
Since Villanova University’s founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others.
Villanova has been included among the nation’s best colleges and universities.
VU’s inclusion again in U.S. News & World Report’s 2025 “Best Colleges” rankings is another indication of the University’s continued prominence and forward momentum.
Villanova’s most precious asset is our people.
As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more.
Academic Scheduling and Course Management
Responsible for managing all phases of the work flow processes surrounding creation of the academic course schedules, including graduate and undergraduate courses for all terms, semesters, and summer calendars; collaborates with academic department chairs to create conflict‑free, accurate schedules that balance efficiency, departmental needs, student needs, fairness and university policy.
Partners with the Associate Registrar to schedule all classroom assignments for in‑person courses as a muti‑campus University.
Manages problems that arise during the scheduling and registration processes, analyzes the impact on the many affected areas, and identifies and prioritizes implementation of solutions.
Responsible for course entry and update processing in academic scheduling software; manages course transfer and CRN creation process into the Student Information System (Banner).
Works with Associate Registrar to manage programming for course sharing between programs.
Ensures accuracy of all course listings including comments, term dates, all program, major, college, campus restrictions, pre and co‑requisites, reserved seats, and other course specifics by auditing course schedule information against the university course catalogs.
Tracks schedule changes and cancellations; communicates changes to students.
Monitors schedules for students requiring ADA accommodation with regard to classroom assignments; makes classroom assignment adjustments as needed and forwards notifications of such changes.
Develops, revises and documents scheduling policies and procedures to ensure program, department and student requirements are being met.
Creates and delivers training material guides for Academic Departments and the Registrar’s Office to utilize during course creation phases.
Works closely with University Provost’s Office on University Catalog course updates and its impact on the term Master Schedule.
Works closely with University Provost’s Office on Faculty Payroll and Compensation process to ensure that all courses have an instructor of record properly listed.
First‑Year Student Scheduling and Registration
Collaborates with the registration team on creating balanced course schedules for incoming first‑year students each year.
Creates first‑year student schedules in Banner under the guidance of the registration team and assists with schedule changes as required.
Monitors AP awards and updates schedules accordingly.
Registers first‑year students in language courses based on placement information from registration team.
Monitors course limits and advises registration team of course needs.
Assists with transfer student registration as needed.
Classroom and Event Reservation Management
Works with campus partners for reservations in University’s Event Management System.
Performs various periodic maintenance routines within the event scheduling system.
Coordinates the schedule for end‑user templates which allow approval and self‑service reservations to be submitted for classrooms.
Oversees approvals submitted through the event management system during peak classroom reservation periods.
Adds academic years, academic terms and holidays for upcoming years.
Identifies and resolves any conflicts created by deeming day schedules.
Uploads the Final Exam schedule in the event management system.
Runs periodic reports to identify and resolve any potential room conflicts.
Exam Scheduling and Coordination
Collaborates with the Associate Registrar regarding exam scheduling for the fall and spring terms.
Creates and publishes the fall and spring exam schedules.
Responds to faculty inquiries regarding their exam schedules.
Identifies classrooms available for faculty review session reservations.
Assists with compiling data on exams as needed.
Minimum Qualifications
Have a Bachelor’s degree.
Minimum of 3 years of experience in a Registrar’s Office or university administrative setting, preferably related to academic course scheduling.
Ability to operate under pressure and meet deadlines.
Extraordinary attention to detail.
Excellent organizational, time‑management, analytical and reasoning skills.
Ability to work effectively and collaboratively with various college and external constituencies.
Ability to communicate effectively, both written and orally.
Have experience that supports the establishment and maintenance of positive working relationships with diverse constituents.
Exhibit in philosophy and practice a high level of support for the mission and values of Villanova University, Enrollment Management and the Office of the Registrar.
Strong willingness to learn.
Demonstrate ability to handle multiple priorities and function independently and effectively under heavy workloads and during peak periods.
Demonstrate a high level of resourcefulness, diplomacy, integrity and professionalism in all aspects of responsibility.
Knowledge of University academic policies and operations, particularly as related to curriculum, catalog and course offerings.
Proficiency with Microsoft365 applications.
Preferred Qualifications
Familiarity with Villanova University processes, policies, systems.
Strong knowledge of Registrar’s Office policies and procedures, particularly as related to academic scheduling, event scheduling, and classroom management.
Knowledge of BANNER student information system and familiarity with reporting tools.
Advanced knowledge of Excel.
Familiarity with Coursedog and Accruent EMS software.
Salary This position falls within salaried grade 14 and the range for this position is $57,200–71,500.
The final salary will be determined with consideration of several factors including the selected candidate’s qualifications, department budget availability, market data, and internal equity.
Documents Needed to Complete Your Application
Cover Letter / Letter of Interest (Required)
Resume / Curriculum Vitae (Required)
Other Document (Optional)
Letters of Reference (uploaded by applicant) (Optional)
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Collaborates with the registration team regarding all scheduling related activities associated with incoming first‑year and transfer students and the management of the final exam schedule.
Additionally, collaborates with the Associate Registrar on event scheduling, management and maintenance of the scheduling software and end‑user portal.
Represents the Associate Registrar at meetings as needed.
Comprehends the impact of registrar processes and activities on other institutional areas as well as the impact of university processes, activities and changes to the Registrar’s Office.
Compiles data trends and reporting analysis as needed for course demand and scheduling assessment in conjunction with the Associate Registrar.
Villanova is a Catholic university sponsored by the Augustinian Order.
The University is an equal opportunity employer and seeks candidates who understand, respect and can contribute to the University’s mission and values.
Why work at Villanova?
Join a mission‑driven organization.
Since Villanova University’s founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others.
Villanova has been included among the nation’s best colleges and universities.
VU’s inclusion again in U.S. News & World Report’s 2025 “Best Colleges” rankings is another indication of the University’s continued prominence and forward momentum.
Villanova’s most precious asset is our people.
As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more.
Academic Scheduling and Course Management
Responsible for managing all phases of the work flow processes surrounding creation of the academic course schedules, including graduate and undergraduate courses for all terms, semesters, and summer calendars; collaborates with academic department chairs to create conflict‑free, accurate schedules that balance efficiency, departmental needs, student needs, fairness and university policy.
Partners with the Associate Registrar to schedule all classroom assignments for in‑person courses as a muti‑campus University.
Manages problems that arise during the scheduling and registration processes, analyzes the impact on the many affected areas, and identifies and prioritizes implementation of solutions.
Responsible for course entry and update processing in academic scheduling software; manages course transfer and CRN creation process into the Student Information System (Banner).
Works with Associate Registrar to manage programming for course sharing between programs.
Ensures accuracy of all course listings including comments, term dates, all program, major, college, campus restrictions, pre and co‑requisites, reserved seats, and other course specifics by auditing course schedule information against the university course catalogs.
Tracks schedule changes and cancellations; communicates changes to students.
Monitors schedules for students requiring ADA accommodation with regard to classroom assignments; makes classroom assignment adjustments as needed and forwards notifications of such changes.
Develops, revises and documents scheduling policies and procedures to ensure program, department and student requirements are being met.
Creates and delivers training material guides for Academic Departments and the Registrar’s Office to utilize during course creation phases.
Works closely with University Provost’s Office on University Catalog course updates and its impact on the term Master Schedule.
Works closely with University Provost’s Office on Faculty Payroll and Compensation process to ensure that all courses have an instructor of record properly listed.
First‑Year Student Scheduling and Registration
Collaborates with the registration team on creating balanced course schedules for incoming first‑year students each year.
Creates first‑year student schedules in Banner under the guidance of the registration team and assists with schedule changes as required.
Monitors AP awards and updates schedules accordingly.
Registers first‑year students in language courses based on placement information from registration team.
Monitors course limits and advises registration team of course needs.
Assists with transfer student registration as needed.
Classroom and Event Reservation Management
Works with campus partners for reservations in University’s Event Management System.
Performs various periodic maintenance routines within the event scheduling system.
Coordinates the schedule for end‑user templates which allow approval and self‑service reservations to be submitted for classrooms.
Oversees approvals submitted through the event management system during peak classroom reservation periods.
Adds academic years, academic terms and holidays for upcoming years.
Identifies and resolves any conflicts created by deeming day schedules.
Uploads the Final Exam schedule in the event management system.
Runs periodic reports to identify and resolve any potential room conflicts.
Exam Scheduling and Coordination
Collaborates with the Associate Registrar regarding exam scheduling for the fall and spring terms.
Creates and publishes the fall and spring exam schedules.
Responds to faculty inquiries regarding their exam schedules.
Identifies classrooms available for faculty review session reservations.
Assists with compiling data on exams as needed.
Minimum Qualifications
Have a Bachelor’s degree.
Minimum of 3 years of experience in a Registrar’s Office or university administrative setting, preferably related to academic course scheduling.
Ability to operate under pressure and meet deadlines.
Extraordinary attention to detail.
Excellent organizational, time‑management, analytical and reasoning skills.
Ability to work effectively and collaboratively with various college and external constituencies.
Ability to communicate effectively, both written and orally.
Have experience that supports the establishment and maintenance of positive working relationships with diverse constituents.
Exhibit in philosophy and practice a high level of support for the mission and values of Villanova University, Enrollment Management and the Office of the Registrar.
Strong willingness to learn.
Demonstrate ability to handle multiple priorities and function independently and effectively under heavy workloads and during peak periods.
Demonstrate a high level of resourcefulness, diplomacy, integrity and professionalism in all aspects of responsibility.
Knowledge of University academic policies and operations, particularly as related to curriculum, catalog and course offerings.
Proficiency with Microsoft365 applications.
Preferred Qualifications
Familiarity with Villanova University processes, policies, systems.
Strong knowledge of Registrar’s Office policies and procedures, particularly as related to academic scheduling, event scheduling, and classroom management.
Knowledge of BANNER student information system and familiarity with reporting tools.
Advanced knowledge of Excel.
Familiarity with Coursedog and Accruent EMS software.
Salary This position falls within salaried grade 14 and the range for this position is $57,200–71,500.
The final salary will be determined with consideration of several factors including the selected candidate’s qualifications, department budget availability, market data, and internal equity.
Documents Needed to Complete Your Application
Cover Letter / Letter of Interest (Required)
Resume / Curriculum Vitae (Required)
Other Document (Optional)
Letters of Reference (uploaded by applicant) (Optional)
#J-18808-Ljbffr