Director of Academic Advising Systems

Apr 14, 2017
Institution Type
Four-Year Institution
About The Unit: The University of Chicago is one of the nation's leading institutions of higher education and research. Campus and Student Life (CSL) is a division comprised of several departments that serve the University's 15,000 college, graduate, and professional school students, as well as the campus community more broadly. CSL is importantly charged with the dual task of supporting all students in the University, graduate and undergraduate, and managing multiple campus departments and services that serve the entire campus community. CSL's programs and services focus on supporting student academic success, providing opportunities for personal growth and leadership development, developing community and engagement through the residential housing and dining program, and in areas such as artistic expression, spiritual exploration, and athletic competition. The University of Chicago community includes approximately 5,000 undergraduates and 10,000 graduate, professional, and other students and there are over 300 recognized student organizations working together to create a vibrant and dynamic student life. The University of Chicago is located in the Hyde Park/South Kenwood neighborhood, a racially and economically diverse residential community of 43,000 people on the shores of Lake Michigan, about fifteen minutes south of downtown Chicago. The Office of the University Registrar implements and monitors many academic and administrative polices in coordination with academic units to facilitate faculty teaching and student learning. The Office of the University Registrar acts as the steward of academic and student information and supports institutional planning efforts. The Office of the University Registrar champions the constant renewal of student information systems, adapts operations to changing academic needs, and evaluates administrative processes for service improvements.

Unit Job Summary: The University Registrar's Office at the University of Chicago is recruiting for a Director of Academic Advising Systems. The Director's position will be divided into two main areas: Essential functions: 50%: AIS Academic Advisement (Degree Audit) Director The Director provides coordination and support for the AIS Academic Advisement (degree audit) module, including collaboration with the Area Deans of Students in the College, Divisions, and Schools on the curriculum, registration, and academic requirements of overall academic programs and individual students. Coordinates the development, implementation, and maintenance of the Academic Information System (PeopleSoft) Academic Advisement module for the College, Divisions, and Schools. Supports student achievement and success at both the College and Graduate levels by assisting the academic progress in relation to the individual student's academic program. Provides advising staff an electronic tool to support academic advisement. Reviews the College, Divisions, and Schools academic program and curriculum requirements to ensure they are coded correctly in AIS. Meets with Area Deans of Students and Associate/Assistant Dean of Students to assist the structure for degree audit program to verify graduation requirements. Directs and implements the design of degree audit reports to meet the needs of the individual academic units using the AIS (PeopleSoft) Academic Advising module. Designs and presents training materials for staff on the use of the degree audit; documents process and structure for individual program set-ups and individual 40%: PeopleSoft Query Development The Director including collaboration with other University academic stakeholders in the design, scheduling, analysis, and publication of reports related to the academic units. Plays the leading role in reporting from the AIS Academic Advising module of AIS as it relates to degree clearance, awards, and honors for the academic units. Develops technical reports for the academic units via the baseline tables for campus community, curriculum management, records and enrollment, and graduation modules. Directs, designs, and deploys the PeopleSoft Query report design; represent PeopleSoft Query to broad University constituency through the underlying table structure of the database and system. Develops and enhances the Registrar's Office and University's needs with the PeopleSoft Query tool; structures reports into an accessible catalog; schedules and documents routine reports; designs, compiles and publishes new reports in a variety of media. 10%: AIS Change Management Director for the College Directs training needs and builds a training plan and strategy to address those needs. Identify resistance and performance gaps, and collaborate with the Deans and Deans of Students offices to address these with appropriate communications and training. Ensure high awareness and understanding of AIS project among campus communities.

Unit Education: Bachelor's degree required. Master's degree preferred.

Unit Experience: A minimum of three years of professional experience in higher education with special emphasis in a Registrar's Office or faculty/student support office strongly preferred. Previous experience in higher education working with academic reporting, business systems, and business processes strongly preferred. Working knowledge of PeopleSoft Campus Solutions and the underlying table structure of the database required.

Unit Job Function Competencies: Working knowledge of PeopleSoft Campus Solutions and the underlying table structure of the database required. Ability to implement possible solutions using creativity and ingenuity required. Excellent organizational skills required. Performing multiple tasks within deadlines required. Highly organized and detail-oriented in order to track multiple open issues in a timely, efficient, and accurate manner preferred. Resourceful, flexible and able to anticipate and resolve problems effectively and a capacity for understanding the relationship of specific tasks to the broader operation of the administrative functions preferred. Excellent verbal and written communication skills, ability to communicate with clarity, tact, and courtesy, and demonstrate judgment and discretion in the sharing of sensitive information required. Demonstrated track record of developing and managing relationships; ability to meet deadlines and provide timely execution of assigned projects preferred. Strong planning, organization, communication, project management, and negotiating skills preferred. Strong customer service orientation, the ability to work effectively with a wide variety of constituents, and the ability to work independently without close supervision preferred. This position requires strong leadership, enthusiasm, and energy, and an ability to adapt quickly in a constantly changing environment.

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