Continuing Education and Credit Course Schedule Specialist

This position oversees the timely and accurate creation, publication, and upkeep of academic credit and non-credit/workforce class schedules for all disciplines throughout the academic year, and manages internal processes for both credit and non-credit departments, advocating for continuous process improvement, auditing data for regulatory compliance, and optimizing workflow. The incumbent serves as a liaison and works collaboratively with various departments, including Continuing Education, Academics, Business Office, Advising, Financial Aid, Information Technology, and Institutional Research, and is also responsible for leading and managing projects requiring innovative approaches and high-level decision-making, adhering to FERPA guidelines.

Examples of Duties

• Ensure all billing data in the Student Information System is accurate for every class section, confirming correct billing, student enrollments, and mitigating any negative fiscal impact.
• Maintain data integrity for both credit and non-credit offerings, ensuring accurate data in the Student Information System for institutional, state, and federal reporting by Institutional Research.
• Manage credit class schedules from development and publication online through advising, registration, cancellation, semester start-up, and final exam periods, working closely with Deans, Program Chairs, faculty, and other staff.
• Make recommendations for the annual credit class schedule and Continuing Education (CE) schedule timeline in collaboration with academic departments, chairs, and deans.
• Manage the organization and analysis of data, ensuring quality control for Continuing Education and Credit Schedules.
• Communicate complex technology-related information in an easy-to-understand manner to support current and prospective students in navigating class schedules and resolving issues in My Campus for Student Planning and Instant Enrollment (online student registration systems).
• Serve as a liaison with CE and academic departments for issues related to CE grades, Workforce Investment Board (WIB) programs, section/course information, billing errors, and student information.
• Analyze the validity of schedule changes and additions, prioritizing multiple requests.
• Troubleshoot potential problems and check for errors using various reports through the Student Information System and Informer reporting tools, making necessary changes and corrections.
• Develop, implement, and track CE Tuition Waivers and billing.
• Examine and evaluate CE data error reports, reconciling data as appropriate.
• Record and maintain sensitive data, including demographic and bio data, in the Student Information System.
• Record and maintain Continuing Education grades for courses earning Continuing Education Units (CEUs).
• Analyze and verify student enrollment and completion of Workforce Investment Act (WIA) and NCWS programs for Continuing Education state reports, working closely with Institutional Research to ensure error-free completer reports before submission to the state of Maryland.
• Enter and maintain CE and Credit course and section additions, cancellations, and changes. Resolve errors and discrepancies in CE data, including registration records and course/section data.
• Review and revise CEWT state reports to correct hours, titles, etc.
• Register students for credit and CE classes.
• Enter and maintain student course information, creating and updating classes in the Student Information System and course scheduling system.
• Respond to telephone and walk-in inquiries from students, staff, and faculty regarding college, registration, and admission policies and procedures; course content and availability; course locations; grades; graduation; and event information.
• Assist credit students with alternate course availability and registration processes when courses are canceled.
• Advise students registering for CE classes, helping them select courses appropriate for their level of experience.
• Contact students to inform them of course changes or cancellations.
• Maintain complete and accurate information on current and past student databases, addresses, and records.
• Ensure the accuracy and completeness of detailed student information, verifying or correcting as necessary.
• Serve as a backup for processing transcript requests and enrollment verifications for current and former students.
• Coordinate the training of new staff in Ellucian Colleague regarding registration policies, procedures, and best practices.
  

Examples of Duties

• The job is mostly sedentary, with occasional periods of light physical activity.
• Occasionally lift up to 35 lbs.
• Primarily work in an indoor office environment.
• Effective oral and written communication skills.
• Ability to understand and communicate verbal and written instructions in English.
• Visual acuity suitable for administrative tasks.
• Occasionally perform tasks requiring grasping, pushing, pulling, lifting, and reaching.
• Occasionally bend, stoop, kneel, and climb stairs.
• Frequently walk.
• Drive a vehicle as needed. Occasional travel may be required, with access to and use of a personal vehicle.
• Occasionally exposed to outdoor environmental conditions.