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Records Associate
Records and Registration
Vacancy Number 301125
Position Type: Regular, full-time non-exempt position with full, competitive benefits package
Opens: 02/19/21 Closes: 03/08/21
Salary: $37,157 – $42,267
The Records Associate is responsible for managing and maintaining the centralized academic room scheduling system (Event Management System), maintains room inventory data, and serves as the primary liaison to all college departments, faculty and divisions regarding room assignments and ad-hoc room scheduling requests. This position is responsible for the creation and maintenance of forms used by the records office and is also responsible for posting said forms to the records web pages. In addition, this position provides academic support to students, faculty, alumni, and staff with respect to registration and records activities, including but not limited to enrolling students in classes, processing student status changes, posting transfer credit for graduate students, trouble-shooting registration issues, and managing records-related service indicators. Contributes to the development of policies and procedures.
We look forward to receiving your required electronic application with a cover letter and resume and learning about your interest in and qualifications for our vacancy. Please save your required cover letter and resume as one document and attach it in the resume location.
Job Duties:
Event Management Systems (EMS)
• Manages the EMS Room Scheduling System
• Maintains room inventory data
• Primary liaison to all departments, faculty and divisions regarding room assignments and ad-hoc scheduling requests
• Provide solutions and resolve questions about the best use of space and assignment of rooms
• Ensure room scheduling is accurate and complete in a timely manner while optimizing classroom space
• Generate course and scheduling analytical reports, analysis of class and room scheduling efficiency, forecast scheduling and usage trends, recommend best practices/efficiencies as needed
• Develop meaningful EMS reports for the University Registrar and EM Leadership
• Identify opportunities to streamline and improve processes related to room scheduling
• Work with OTS and EMS Technical Services to resolve ongoing issues
Administrative Duties
• Process all Graduate student major changes and transfer of internal and external credits
• Assist advisors, Assistant Deans, and faculty with any registration, grading, or academic issues
• Process registrations, answer phone calls
• Serve as back-up for UG/GRAD processing
• Advise and consult with Financial Aid, Bursar’s, and Admissions regarding problems associated with registrations and academic student records
• Define and respond to queries from staff and students regarding Academic and Administrative Policy
Creation and maintenance of functional interactive forms for room scheduling used throughout the University
• Create and post new forms
• Update existing forms
Special Hours of Work:
Occasional evening and weekend hours required for extended office hours and special events.
Required Education and Experience:
Bachelor’s Degree
One year of related experience. Note: Additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.
Occasional evening and weekend hours required for extended office hours and special events.
Preferred Experience:
Three years working in a Registrar’s Office, experience with PeopleSoft and room scheduling/space utilization software in a higher education setting.
Required Knowledge, Skills and Abilities:
• Working knowledge of PeopleSoft, email, and Microsoft Office applications
• Extensive knowledge of Room Scheduling software and Adobe Writer
• Able to maintain confidentiality and security of student records, following rules established by FERPA
• Experience working in a high-volume, fast-paced environment
• Able to establish priorities, handle multiple projects simultaneously while maintaining a high level of accuracy
• Strong organizational and communication skills
The University of Baltimore ("UB" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.
We appreciate your interest in our recruitment. Please review the information below before you visit http://www.ubalt.edu/candidate_gateway/erecruit.html to apply.
We need to receive your electronic application in our system by the vacancy closing date in order to consider you for the vacancy. Information follows about submitting the electronic application and attaching your required cover letter and resume.
Applicant Instructions: Using Candidate Gateway to View and Apply for UB Vacancies
The Candidate Gateway system serves as your connection to the University of Baltimore’s job application process. It is a free, safe and secure way for you to apply for the job you want, and it allows the Office of Human Resources to maintain accurate records. Your use of the system does not require you to surrender any of your rights to privacy or confidentiality during the application process. Only qualified members of UB’s Human Resources team and members of the relevant search committee can access your application information. The search committee will not have access to any information you provide to HR for affirmative action reporting purposes.
Please read and print the information below before you apply, and refer to it as you enter your application.
NAVIGATION
A - COVER LETTER AND RESUME ATTACHMENT AND UPLOAD
Before you apply:
• Save one PDF or Word file with your cover letter, resume, and any additional information you would like to have considered.
When you apply:
•In Candidate Gateway: Click “Browse” to access the Word or PDF document you saved with all of your documents.
•Then, click “Upload” to attach it.
•Click “Continue” to continue the application process.
B - ENTER DATA ON THE FOLLOWING PAGES:
Each page shows this display:
Previous Save Submit Close Application Careers Home NEXT
above and below the required data for the four categories shown above.
Click “Save” to save the data you entered on that page. The message “You have successfully submitted your job application.” confirms only that you entered that page of information into the system. You must click “Next” to continue and complete the entire application process.
1. Current and Prior Employment/Work Experience:
•Enter employment information relevant to your position of interest.
•You can use the first day of the month wherever dates are required.
•After you enter your work experience, click “Save,” then click “Next.”
2. Education/Education History and References:
•Use the dropdown to enter your highest education level. Entering this information is required.
•Then, only college and university information is required. Click the plus sign to the left of the “Postsecondary Education” link to enter that information.
•For country, enter USA or click the hourglass to select another country.
•You can use the first day of the month wherever dates are required.
•Click the plus sign to the left of "References" to enter two professional references.
•After you enter your education information and references, click “Save,” then click “Next.”
3. How did you find out about us/how did you find out about the job?
•After you enter this information, click “Save,” then click “Next.”
4. Online Questionnaire/Application Questionnaire: Answer the questions requiring a yes or no response. After you answer them, click “Submit.” This leads you to the Submit Online Application page.
C – SUBMIT ONLINE APPLICATION
To apply for your selected job: When you reach the “Submit Online Application” page shown below, you must click “I agree to these terms” and then click the “Submit” button at the end of the screen. After you click “Submit,” then you will see this information at the top of your screen:
My Applications
Thank you for your interest in employment at the University of Baltimore. HR will process your application documents for the search committee’s consideration.
Note: This screen will also show additional information about the selection process and Office of Human Resources contact information.
Questions/Help
If you have trouble viewing our job postings or applying for the vacancy, contact ubhrcareers@ubalt.edu for assistance.
TO APPLY:
External applicants: Review the vacancy announcement at http://www.ubalt.edu/candidate_gateway/erecruit.html and click the external applicant link to apply.
Internal applicants (students taking classes at UB and current employees) with login and password for MyUB: use the internal applicant link, log into My UB, then click the “View or Apply for Job Positions” link on the left.
UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.
- Never use the Internet Explorer “Back” and “Forward” arrows to navigate. You will lose the information you have submitted.
- To navigate between pages, use the “Next,” “Previous,” and “Return to Previous Page” buttons.
- Use the “Save” button to save your information so you can return to it later and complete your application. Using “Save” does not complete the process to apply for a job opening.
UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution. The University of Baltimore ("UB" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices.