Admissions & Records
Division of Enrollment Management & Student Affairs
FSLA: Exempt
Position: Director of Admissions & Records
Regular/Contingent: Regular [12-Months]
Employment Category: Full Time
Open: 11/20/2020
Closing Open Until Filled
Position Summary
Under general direction of the Vice President for Enrollment Management & Student Affairs, the Director of Admissions & Records coordinates all facets of the operations of the Office of Admissions and Records. These operations include functions in managing the functions of the admission processes and the registration of students including: enrollment of all credit students; evaluation of transcripts; recording of all student records; and, certification of student enrollment to various agencies. The director will have fluency in knowledge, the interpretation, and the implementation of state/federal regulations. and expected to be expected to be a highly collaborative and supporting institutional leaders who contributes efforts toward continuous improvement of systems and services. The director serves on a variety of University level committees, contributing input in the development of policies, ensuring accuracy in practices and compliance with regulatory agencies.
Key Duties and Responsibilities
- Manages and develops admission and records; complete and analyze data related to student satisfaction; develop organizational structures and work processes which facilitate attainment of established program goal and objectives.
- Directs the activities of clerical staff; determines major personnel decisions including staffing needs, such as hiring and firing; supervising the selection, training, and evaluation of staff.
- Ensures adherence to the provision of the Family Education Rights and Privacy Act (FERPA) and acts as the University’s chief compliance officer for FERPA.
- Ensures compliance with the University’s Catalog requirements as they pertain to the Office of Admissions & Registration.
- Ensures the recording of all grades to student accounts.
- Manages aspects of the student registration process, including updating the course inventory, preparing and publishing the schedule of classes, developing the final exam schedule, registering students, and maintaining course enrollment records.
- Oversight on all operations in the transfer credit process and prior learning credit process (evaluation of transcripts, posting of credit, processing, and building of transfer credit rules in Populi System).
- Oversight over all operations in the registration process (record creation, course schedule building, classroom assignment, final exam scheduling, grade processing, transcript issuance, and student enrollment verification).
- Updates students on new and changing policies and procedures in a timely manner using multiple methods.
- Directs the process of admitting students, and the maintenance of accurate, current student demographic information.
- Coordinates the overall management of student data reports required by federal, state and local agencies, including student demographic and degree information to federal and state agencies and support related audits.
- Directs the maintenance and reporting of student and attendance information in the student information system.
- Participates in and is responsible for the preparation of official internal and external reporting related to academic and student records.
- Responsible for end of term processing in Populi System (repeat/replace processing, academic action processes, communication with students related to academic actions, and Dean’s List processing).
- Responsible for enrollment and degree reporting to the National Student Clearinghouse.
- Responsible for the beginning of term processing in Populi System (building of terms and sessions, and term activating students).
- Responsible for the development of the Academic Calendar, updating the Registrar’s Office web site, and assisting with the development and publication of the University Catalog.
- Serves as resource in the development, evaluation, interpretation, and enforcement of departmental, University’s policies, procedures, and strategies relative to the University’s academic mission.
- Serves on various University committees, including the Curriculum Standards and Policies Committee, and advisory groups.
- Certifies degree completion records
Qualifications and Desirable Characteristics
- Master’s degree in higher education, information systems, or other related field and at least 5 years of experience in a higher education registrar’s office, including a minimum of 2 years of managerial experience, or an equivalent combination of education, exposure, and experience.
- Competent in the use and functions of the student informations systems, including Populi.
- Proven experience leading the development of academic policies is required. Effectively manages time and priorities in order to meet established deadlines.