The Director of Student Records (DSR) has direct responsibility for the maintenance, support, and guidance for the day-to-day college registrar operations in order to ensure regulatory compliance, accurate maintenance of student records, oversight of the registration process, course scheduling, attendance tracking, student file management, and administration of the student database management system (CampusNexus). The DSR will help develop processes and procedures to improve student file maintenance, regular audit procedures for student files (admissions through graduation), overall communication throughout departments and student outcomes with the College. This dynamic individual will be student-focused and a unique problem-solver assuring quality control is in place to maximize College outcomes without compromising student experience and quality of education. This position will lead a team of Central Registrars to accomplish these responsibilities.
The Director of Student Records reports to the Chief Executive Officer (CEO).
DUTIES AND RESPONSIBILITIES
The Director of Student Records collaboratively works with all other departments to ensure that student records are accurate and maintained to uphold the College’s integrity. Key responsibilities include, but are not limited to:
- Hires, supervises, trains, cross-trains and mentors all Central Registrars in all functional areas of the department.
- Provide training and oversee collection of data to assist campuses and Compliance in completing reporting requirements (i.e., audits, annual report, IPEDS, etc.), and provide regular statistical data to the other departments or campuses as needed.
- Timely and accurate production of student files during audits, accreditation visits, etc. in partnership with Compliance, Student Finance and other functional areas.
- Development, implementation and monitoring of procedures related to student record functions to ensure compliance and consistency across the College (i.e., new and continuing student registration, faculty scheduling, transcript evaluations, extern and graduate clearance, attendance record keeping, grade processing and progression-Satisfactory Academic Progress, drops, reentries, and withdrawal policies, etc.).
- Many of these responsibilities, and the successful execution of these functions, are dependent upon regular and effective collaboration with other departments and department heads.
- Assist other departments in the development of processes related to the integrity of student records.
- Provide training for departments on student record functions and usage of CampusNexus as needed.
- Scheduling of courses to include maintaining the course wheel, table of prerequisites, course numbering, etc.
- Manage all facets of the “Diplomas on Demand” process (software, maintenance, renewal, paper and covers, etc.).
- Ensure compliance to satisfactory academic progress for all students.
- Update and create registrar policy and procedures as needed.
- Oversee projects at the campuses to ensure complete digitization of student documentation and availability of complete academic file electronically.
- Identify and coordinate systemic process improvement for the integrity of student records as needed.
- Attend weekly Leadership Meetings to ensure the registrar department remains up-to-date on the College’s plans, and to provide better communication of upcoming policy changes, as well as to be aware of all campuses’ needs to best support students and graduates.
- Provides high level of customer service to all departments
- Maintains deadlines for processing student records.
- Other duties as assigned by the CEO.
- Some travel may be required.
JOB QUALIFICATIONS AND SKILLS
- Bachelors degree required.
- A minimum (2) years of relevant management experience position required, preferably in a college or university registrar department.
- Student Database management proficiency required, preferably in CampusNexus.
- Experience in developing procedures and documents preferred.
- Strong attention to detail required.
- Ability and Experience:
- Ability to work with all types of people, to assume supervisory role of departmental staff
- Ability to multi-task and change project priorities
- Flexibility and the ability to complete assigned project
- Ability to work independently
- Ability to communicate professionally, with clarity and brevity, required—both orally and in writing
- Ability to self-start and self-monitor work projects
- Ability to balance urgency of assignments and timelines
- Ability to build and sustain effective student-centered working relations with all levels of staffing throughout the College.
- Proficiency in Microsoft Office and evolving technology required.
- Strong analytical skills and the ability to identify trends and improve processes to resolve issues.
- Exempt - salaried position
- Compensation dependent on experience, knowledge and education level
We are committed to diversity. Charter College and Prospect Education LLC are Equal Opportunity Employers.