Associate Registrar, Curriculum Management and Scheduling

California, United States
16 Oct 2018
End of advertisement period
16 Dec 2018
Contract Type
Full Time


Provide vision, strategy and direction for daily operations of the Office of the University Registrar in the areas of curriculum management (course, degree and certificate programs), academic policy and planning, class and event scheduling, classroom assignment, and classroom technology.

Core Duties*

  • Define overall objectives and priorities for unit by providing vision, strategy and direction regarding key functions; recruit, hire, train, supervise, counsel and evaluate staff.
  • Resolve complex, high profile and sensitive issues pertaining to faculty and staff. Review and approve exceptions to university polices or procedures. Define purpose and process for ongoing exceptions to routine procedures.
  • Represent Office of the University Registrar and coordinate the relationship with the Student Services Center, including monitoring communications and outreach programs for departmental staff, schools and students.
  • Serve as a key policy administrator; design policies and establish procedures both at the university level and at the school/department levels to ensure compliance.
  • Develop appropriate recommendations for the implementation and maintenance of technology applications, and identify, negotiate and manage relationships with outside vendors.
  • Lead development of business practices, technology and other changes that may improve workflow and functionality, analyze current and future system needs.
  • Participate and lead university wide campaigns and initiatives; serve as a liaison and representative to university community on behalf of the Registrar's office.
  • Lead and manage system and regulatory audits, evaluate the results of audits and determine corrective actions to ensure data integrity.
  • Serves as primary resource for business processes and policy decisions as they relate to specific portions of system modules. Evaluate, recommend, and approve changes to system processes, serve as primary point of contact with vendors.
  • Manage the creation and maintenance of procedural, policy, on-line knowledge base and manual aides, resolve and approve changes.
  • Develop and implement outreach efforts to departments, faculty, and students. Identify, manage relationships, and negotiate with external and internal partners.
  • Manage a team of staff including assistant registrars.


Student & Academic Services Leadership

  • Responsible for the overall leadership, assessment and professional development for the Scheduling unit. This position will actively engage in future state design and implementation of the new curriculum management system.
  • Directly supervises an Assistant Registrar and two Scheduling specialists; may manage the work of temporary or part-time employees.
  • Represents the scheduling unit at meetings with deans, academic departments, faculty, administrative offices and student groups.
  • Provides leadership and direction for the development of the class schedule in conformity with the University’s official scheduling guidelines.
  • Acts as a liaison for professional school Registrar’s Offices on policies and processes related to curriculum management and scheduling.

Curriculum Management

  • Manages curriculum-related processes, course and curriculum approval workflows, course catalog updates, and auditing of curriculum-related data; partners on establishing clear channels for degree audit program updates and Bulletin and course catalog updates with Registrar’s Office colleagues.
  • Meets with faculty members, department officials, deans, and others involved in the curricular process to assist in the development of consistent policies and best practices.
  • Sets the strategic vision for the main principles of curriculum management (course management, class scheduling, bulletin integration and definition of degree program requirements) in partnership with related faculty members, the seven Schools, committees of the faculty Academic Senate, Offices of the Vice Provosts for Teaching & Leaning, for Undergraduate Education and for Graduate Education.
  • Leads the discovery and development of an interactive academic/administrative curriculum management system, including system and process design, functionality, training, documentation and campus release.
  • Represents the Office of the University Registrar on curricular process related committees and work groups.
  • Develops short and long-term campus curriculum and scheduling goals.

Class Scheduling and Classroom & Event Assignment

  • Maintains the University’s academic calendar, schedule of classes, room assignments, course catalog prerequisites, general education and other course requirement lists, waitlists and reports, and development of the quarterly final exam schedules.
  • Responsible for ensuring adherence to academic policy and university guidelines in the timely and accurate development of class offerings and assignment of classroom space.
  • Manages academic and non-academic event requests for Registrar-controlled classrooms/spaces on campus.
  • Evaluates effectiveness of existing procedures and policies and develops improvements in the class scheduling operation and functions; conduct regular audits of course/class data within the student information and class scheduling systems.
  • Organizes and facilitates regular workshops with departmental administrators to update and train on new policies, procedures or technical applications pertinent to course and classroom scheduling.
  • Creates and convenes a scheduling review and assessment group, and actively participates as a member to inform discussions with course/classroom scheduling expertise and best practices.
  • Develops requirements to generate reports for diagnostic error reduction and for streamlining webform processing.
  • Serves as the university technical expert for the event scheduling tool, 25Live.
  • Continuously reevaluates Series25 setup to accurately reflect evolving departmental business practices and institutional scheduling goals.
  • Devises creative solutions to maximize classroom and outdoor space utilization.
  • Provides exemplary customer service to all scheduling constituents.

* - Other duties may also be assigned


Education & Experience:

Bachelor's degree and seven years of relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Demonstrated skills in managing and developing staff.
  • Advanced understanding of higher education administration and operations of the Registrar's Office.
  • Advanced skills in analysis and development of complex business processes and ability to translate to solutions.
  • Ability to interpret and explain complex academic policies and procedures.
  • Expert communication skills, both oral and written.
  • Expert problem solving and customer skills.
  • Advanced experience with office applications.
  • Ability to work with computer applications and systems, business processes.
  • Prior experience with PeopleSoft, R25/S25/25Live, and curriculum management systems strongly preferred
  • Product management, project management, and/or agile experience a plus. 

Certifications and Licenses:



  • Frequently perform desk-based computer tasks, seated work and use light/ fine grasping.
  • Occasionally lift, carry, push pull objects that weigh up to 10 pounds.
  • Rarely stand, walk, use a telephone and write by hand.

* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.


  • May work extended or non-standard hours based on project or business needs.


  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,