Associate Registrar for Operations and Scheduling

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Department: Division of Enrollment Management

Classification: Professional Faculty

Job Category: Administrative or Professional Faculty

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: Hybrid Eligible

Sponsorship Eligibility: Not eligible for visa sponsorship

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

As the steward of student academic data, the Office of the University Registrar (OUR) works collaboratively with other student service offices, academic units, administrative offices, and standing committees to ensure policies and practices align, and to provide outstanding service to students, faculty, staff, and alumni. The OUR actively supports and leads change while serving as a strategic partner to those the office serves, focusing on ways to become more efficient, effective, and improving services to university constituents while meeting the needs of an evolving higher education environment.

About the Position:

The Associate Registrar for Operations and Scheduling is a member of the Office of the University Registrar's senior leadership team, contributing to the creation and achievement of unit goals and initiatives that support the university's mission.

The Associate Registrar for Operations and Scheduling is responsible for directing, leading, and managing all facets of the Operations and Academic Scheduling teams, ensuring the integrity of compliance with related university, state, and federal regulations, policies, and accrediting standards. The Associate Registrar plans, implements, and oversees registration functions, grading, academic records maintenance, and transcripts across multiple campuses in support of students, faculty, staff, and internal and external constituencies. The Associate Registrar supports registration and enrollment of special populations and domestic consortiums. The Associate Registrar oversees academic schedule development and reporting using Ellucian Banner and a suite of scheduling tools.

The Associate Registrar leads and participates in departmental and university-wide efforts to continuously improve policies, processes, and services in support of the university's goals and initiatives to provide the best possible constituent service experience, especially those related to academic schedule creation, maximizing classroom utilization, streamlining registration, and ongoing academic records maintenance activities.

Responsibilities:

Leadership:

• Effectively communicates and demonstrates excellent administrative and human interaction skills, particularly in balancing the diverse needs of the academic community and those of Enrollment Management while working effectively within the Office of the University Registrar;
• Works proactively with the University Registrar, Associate Registrars, Assistant Registrars, central departments, academic units, and university leadership on changes to business processes or practices to ensure student service records integrity;
• Reviews changes to systems and facilitates review of possible changes to create new or enhanced functionality; leads and participates in regular meetings with campus constituents to decide on practices across the enterprise;
• Leads business process design and implementation to support compliance with university policy; works with a broad range of university partners to ensure processes align with the decentralized nature of student records work;
• Executes motivational, positive leadership in using established best practices while injecting an innovative and strategic mindset among staff;
• Mentors and develops staff, providing opportunities for individual development and growth while ensuring the business needs of the unit are met;
• Represents the University Registrar as an expert on registration, records management, and academic scheduling on a variety of university committees as requested; and
• Provides situational updates, as well as project status updates to the University Registrar.

Management of Operations:

• Responsible for overseeing all aspects of the operational, front-line customer service teams that process registration, maintain academic records, facilitate grading, and process transcripts for domestic and international students;
• Responsible for overseeing the teams charged with supporting special student populations, cross-registration and consortium practices, and special programs;
• Serves as the escalation point for students, faculty, and academic units with any issues or problems they encounter with operation functions;
• Works in collaboration with a technical team to implement best practices in the Office of the University Registrar to include assessing processes, identifying issues, problem-solving, and implementation of improvements;
• Serves as a resource for information and training for all end users related to academic records maintenance functions and academic scheduling functions in various technological platforms;
• Accountable for collecting, recording, and maintaining paper and electronic records and grades from faculty for all students, including change of grade information and withdrawals;
• Responsible for the integrity of academic student records in the student information system;
• Creates systems, reports, and processes that support in a sophisticated data-informed environment;
• Promotes quality assurance controls that support records integrity;
• Participates in testing of software upgrades and improvements; and
• Monitors performance and individual development of all staff; address training needs and provide career development opportunities such as workshops, seminars, and training programs.

Management of Academic Scheduling:

• Oversees all aspects of academic schedule development and scheduling academic classes for the university. This includes working with all academic units to ensure an appropriate distribution of classes across teaching periods, that classes are scheduled in the correct location, and final exams are appropriately scheduled;
• Monitors, manages, and communicates classroom usage and scheduling practices to the University Registrar and to senior leadership at the university;
• Serves as the escalation point for academic units and unit schedulers who encounter issues with the academic scheduling process, including assignment of classroom space;
• Participates in user acceptance testing (UAT) for upgrades of, and improvements to, academic scheduling software and related systems including the Student Information System;
• Ensures the academic calendars are correct and up-to-date and the OUR website accurately reflects the appropriate academic calendar dates;
• Maintains reports for data quality in academic scheduling;
• Promotes quality assurance controls that support records integrity; and
• Monitors performance and individual development of all staff; anticipates and addresses training and career development needs and provides appropriate opportunities for individual development.

Business Process Management:

• Represents the University Registrar in a variety of standing campus meetings, presenting status updates, best practice information, and receiving community feedback on business needs; incorporates feedback into ongoing projects to account for community needs; makes revisions to projects and procedures when necessary; recommends policy changes when needed;
• Provides staff support for business process documentation and production calendars;
• Assists in the analysis and proposal of alternative business processes and advises and assists in the implementation of new processes; and
• Assures the release of student information within the regulations of the Family Educational Rights and Privacy Act of 1974, as amended and within university policy and guidelines.

Support the University Registrar:

• Supports the University Registrar with office operations while exercising sound judgment, diplomacy, and confidentiality when interacting with constituents;
• Collaborates with University Registrar, Associate, and Assistant Registrars to realign work between departmental teams to support the university's operational excellence and strategic planning goals;
• Assists the University Registrar in prioritizing multiple competing projects and manage the time of staff and resources accordingly to complete departmental responsibilities in a timely and efficient manner; and
• Participates in the overall planning of activities within the Office of the University Registrar by developing, recommending, and implementing major policy and procedural changes.

Performs Other Related Duties as Assigned:

• The omission of specific duties does not preclude the University Registrar from assigning duties that are logically related to the position.

Required Qualifications:

• Bachelor's degree in a related field, or equivalent combination of education and experience;
• Generally, 3-5 years experience of progressive responsibilities within higher education;
• Management and supervisory experience;
• Experience with student records maintenance;
• Experience with academic scheduling;
• Progressive and proven track record of excellent leadership and management;
• Knowledge of multiple technologies including Microsoft Office suite with spreadsheet experience;
• Exemplary interpersonal and communication skills, both verbal and written;
• Demonstrated analytical and problem-solving skills;
• Ability to manage multiple projects;
• Ability to work well under pressure and to maintain good relationships with colleagues;
• Ability to build motivated and skilled teams, emphasizing collaboration, flexibility, and empowerment;
• Demonstrated ability to manage change in a complex educational environment;
• Ability to work independently, as well as a collaborative team member, and in leadership roles; and
• Demonstrated commitment to providing exceptional service.

Preferred Qualifications:

• Master's degree in a related field;
• Preferably, 5-7 years experience of progressive responsibilities within a registrar's office or comparable student services office in higher education;
• Experience with academic scheduling software, especially CourseLeaf (CLSS) and 25Live;
• Experience with academic records maintenance principles and the Ellucian Banner student information system;
• Project management experience;
• Knowledge in administering student records in a Banner administrative environment;
• Knowledge of Banner and CourseLeaf is strongly preferred, or similar background with an aptitude for learning new software systems; and
• Knowledge of curriculum and academic program structure in a university environment.

Instructions to Applicants:

For full consideration, applicants must apply for the Associate Registrar for Operations and Scheduling at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume for review.

Posting Open Date: January 6, 2026

For Full Consideration, Apply by: January 20, 2026

Open Until Filled: Yes