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Associate Registrar for Enrollment Services at University of Chicago in Chicago, Illinois

Posted in Other 11 days ago.

Type: Full Time

Job Description:

CSL Registrar

About the Department
The Office of the University Registrar facilitates faculty teaching, student learning, and institutional research. As the stewards of student data, academic systems, and classrooms, the Registrar's Office provides service to all faculty, students, staff, and alumni.

Job Summary
The Associate University Registrar for Enrollment Services leads the University's central registrar operations for enrollment, grading, academic records, transcripts, and certifications. The Associate Registrar enforces academic policies and practices, adapts operations to academic needs, and evaluates administrative processes to identify opportunities for improvement through systems and technology. The position oversees the operational activities of the Registrar's Office and supervises staff responsible for maintaining academic and student data and, along with the senior staff of the Office of the University Registrar, is responsible to ensure that the office fosters the academic mission of the University while offering responsive service to all faculty, students, alumni, and staff. The Associate Registrar reports directly to the University Registrar.

- Provides vision, strategy, and direction for daily operations of the Office of the University Registrar in the areas of enrollment, grading, academic records, transcripts, and certifications.
- Serves as primary resource for business processes and policy decisions as they relate to specific portions of system modules. Evaluates, recommends, and approves changes to system processes, and serves as primary point of contact with vendors.
- Develops appropriate recommendations for the implementation and maintenance of technology applications, and identifies, negotiates and manages relationships with outside vendors.
- Leads development of enrollment business practices, technology and other changes that may improve workflow and functionality, analyzes current and future system needs.
- With an understanding of University policies and procedures, resolves complex, high-profile and sensitive issues pertaining to students by reviewing and seeking approval for exceptions to them. Defines purpose and process for ongoing exceptions to routine procedures.
- Participates and leads university wide campaigns and initiatives; serves as a liaison and representative to university community on behalf of the Office of the University Registrar.
- Leads and manages system and regulatory audits, evaluates the results of audits and determines corrective actions to ensure data integrity.
- Manages the creation and maintenance of procedural, policy, on-line knowledge base and manual aides, resolves and approves changes.
- Develops and implements outreach efforts to departments, faculty, and students. Identifies, manages relationships, and negotiates with external and internal partners.
- Manages a team of staff including two assistant registrars.
- Plans, implements, and oversees enrollment functions throughout the academic year, including, but not limited to, student information setup and verification; quarterly pre-registration and registration configuration; academic calendar and term/session calendar setup; exception processing, and enrollment audits.
- Oversees and certifies the accuracy of student enrollment and grading each quarter by coordinating audit reports and other quality assurance checks of student records; requests new reports to identify areas of improvement and drive policy changes when needed.
- Advises staff concerning academic, registration, and/or records problems; works with faculty and staff to resolve issues; verifies student enrollments as requested.
- Oversees enrollment processes by developing and documenting policies and procedures, implementing and maintaining effective systems, and working in cooperation with the campus community to ensure academic policies and procedures are enforced and proper records are maintained.
- Ensures the correct and timely reporting of enrollment data to the National Student Clearinghouse and facilitates the resolution of related system and data discrepancies, as well as difficulties experienced by students, such as securing loan deferments and other related matters.
- Maintains a thorough knowledge of academic policies and University data systems and provides training for the campus community on topics such as FERPA, student enrollment, grading, academic policies, and other student information systems and services.
- Oversees and audits data entry into the University's student system to ensure proper maintenance and accuracy of student records, including, but not limited to, generating reports, analyzing student records data, communicating with appropriate constituencies, and ensuring updates are completed in accordance with policies, procedures, and/or standards to resolve inconsistent data.
- Ensures compliance with and advances the University records retention policies by using professional resources to stay current with records management techniques relating to imaging, disaster recovery, retention schedule, and other critical issues.
- Creates, maintains, and secures University academic records in accordance with standards, and ensures compliance with University's FERPA policy; implements industry best practices.
- Manages new and existing vendor contracts, prioritizes product enhancements and establishes service agreements with records-related vendors.
- Collaborates on, and prioritizes, the implementation of software enhancements and/or version implementations, for current and future systems, as they relate to enrollment and academic records, including, but not limited to, PeopleSoft Campus Solutions, the National Student Clearinghouse, and Parchment.
- This position requires strong leadership, enthusiasm, and energy, and an ability to adapt quickly in a constantly changing environment.
- Manages a team responsible for maintaining confidential student records and permanent files, including transcripts, academic achievement records, and other cumulative student records.
- Develops administrative policies and procedures for campus-wide registration, enrollment, grading, and graduation procedures. Manages the administration of course offerings and classroom assignments.
- Performs other related work as needed.

Minimum Qualifications

Education:Minimum requirements include a college or university degree in related field.
Work Experience:Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Preferred Qualifications
- Master's degree preferred.

- Minimum of five to seven years of leadership experience in a registrar's office or related university area working with academic information and overseeing academic operations.
- Proficient in the functional use of student information systems, in particular PeopleSoft Campus Solutions.
- Bring a wealth of knowledge of current best practices with regards to registrar duties of a complex higher education institution, including policies and protocols for protecting and maintaining the security and integrity of student information and compliance issues.
- Experience successfully implementing and improving administrative processes.
- Be adaptable to changing needs, circumstances, and opportunities while remaining committed to continuous assessment and process improvement.

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law.