Description

Description

The Associate Director is a key member of the Registrar's Office, responsible for overseeing the operations, curriculum management, guidance, training, and compliance within the office. This role involves working collaboratively with Enrollment Management administration, academic departments, faculty, advisors, and administrative units to ensure the accurate administration of student records, curriculum integrity, and adherence to institutional and federal regulations. The Associate Director will lead efforts in enhancing operational efficiency, supporting student success, and providing exceptional service to students and staff. This position is responsible for streamlining and auditing academic processes, as well as documenting and implementing improved registrar processes through the use of information technology. The Associate Director will work closely with administration and college associates to ensure that all registrar functions are performed efficiently and in compliance with regulatory requirements and will assist the Director in assessing compliance and regulatory risks associated with registrar operations. This includes working with various campuses to resolve registrar issues, such as difficulties in tracking or obtaining data.

Target Hiring Range is $53,812-$71,300; final offer will be commensurate with education and experience with consideration given to internal equity.

Examples of Duties

This position administers a combination of management and functional oversight and support to assigned operations within the Registrar's Office including graduation, transfer articulations, student records data management, monitoring of academic guidelines and other related activities. The Office of the Registrar serves the institution by addressing the needs of all students (prospective, current, and alumni), providing excellent customer service, and safeguarding the confidentiality and integrity of all student records.

• Assists the University Registrar in managing daily operations of the Registrar's Office. Monitors core Registrar functions and ensure daily workflows meet institutional deadlines and quality standards. Ensures the accuracy, integrity, and confidentiality of student acad. records
• Oversight for personnel management, including hiring, training, performance evaluations, mentorship, and professional development. Foster a positive and service-oriented team culture that supports student success and institutional effectiveness. Works in partnership with leadership and team to cross-train in all core functions and to preserve institutional knowledge.
• Assists in assessing business processes and practices; assists in developing policies and procedures that document the protocols that take place throughout each academic year, as they relate to the student information system (Banner) and academic planning and audit software (Degree Works).
• Oversight in the planning, preparing, organizing and implementing the registration process, including course schedule setup and maintenance, course registration period, and open add/drop periods.
• Support the implementation and maintenance of approved curriculum and catalog updates. Ensure accurate and timely entry of course and program data into the student information system. Manages curriculum and application of coding rules for master course file to align with catalog and automated processes used by Banner, Degree Works, and CourseDog.
• Assist the Director of Registrar with policy and regulatory requirements to assess compliance and regulatory risk. Coordinate with Legal Counsel as needed for policy-related concerns or questions. Documents and deploys changes and ensures compliance.
• Interpret and enforce compliance with FERPA and other federal, state, and institutional policies. Provide training and guidance on records-related regulations and best practices.
• Collaborate with IT and vendors on the use and enhancement of student information systems, degree audit tools, and scheduling software. Participate in testing, troubleshooting, and upgrades when needed.
• Monitor exceptions and substitutions in the degree audit system to ensure consistent application of curricular policies.
• Maintain and apply institutional record retention schedules, including permanent retention of transcripts and graduation records, and timely destruction of outdated documents.
• Produce and analyze reports related to enrollment, retention, academic progress, and degree completion. Provide data to campus partners and external agencies as needed.
• Serves as office representative for various University committees, as appointed.
• Performs other duties as assigned.

Qualifications

Minimum Qualifications:

• Master's Degree from an accredited college or university required or equivalent in registration, student records, or higher education administration.
• Two or more years of administrative experience required, preferably in a Registrar's, records office, or similar work.
• Experience with or strong aptitude for Enterprise Student Information System (Banner or similar), and/or using degree audit software (DegreeWorks or similar) is highly preferred.
• Must clear and maintain a favorable background investigation and clearance
• Must be able to work weekends and evenings as required.
• Must be well versed in Higher Education policies and regulations or have ability to learn at an accelerated pace.
• Must have the ability to demonstrate intermediate skills in MS Office (Word, Excel, Visio, and PowerPoint). Uses various software applications and have the ability to acquire new technological expertise as the need arises, with a keen interest in doing so.
• Must have excellent verbal and written communication skills. Strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; an ability to work effectively with communities across the university.
• Must have a high ethical standards and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; displays solid problem solving and interpersonal skills; works well independently and as part of a team.
• Must have strong self-judgment abilities to assist in the preparation of department personnel policy information. Use discretion to complete work assignments. Initiative is frequently required to complete work assignments. Decisions are made regarding policy interpretation and individual work priorities
• Must have the ability to demonstrate a capacity for leadership, and the commitment to work collaboratively with a diverse and dynamic community; Ability to work with students of diverse ethnic and cultural backgrounds.
• Must have a high attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines.
• Must have excellent analytical skills, good judgment, and proven competence in the use of logic, and the ability to integrate new technology into office procedures and processes while ensuring data integrity.
• Must be familiar with and follow rules and regulations in the Federal Educational Rights to Privacy Act of 1974 (FERPA) and University polices regarding students' education records. Knowledge of all legal and accreditation-related requirements associated with the processing, storing, releasing, archiving, and destruction of student educational records.

Required Documents: Submit a letter of application, CV, and three references.

Contact: Jeanette Garcia, [email protected]

Benefits

University employees may be eligible for a variety of State of Illinois benefits. These benefits are administered through the Illinois Department of Central Management Service (CMS). These benefits include: Health Insurance plans (HMOs, OAPs, QCHP and CDHP), Dental Insurance, Vision Plan, Life Insurance, Accidental Death & Dismemberment (AD&D), Supplemental Long Term Disability (LTD), Flex Spending Accounts, MCAP and DCAP, and 457(b) Deferred Compensation Plan.

Eligible employees are required to participate in the State Universities Retirement System (SURS). SURS is the retirement administrator for employees in public higher education in the State of Illinois.

Other benefits available to eligible employees include: Generous paid time-off, 403(b) Supplemental Retirement Plans, Employee Assistance Program and a Tuition Waiver Program.
For more information please visit: https://hr.siu.edu/benefits/