Associate Director of Student Affairs, Enrollment

Apr 18, 2017
Institution Type
Four-Year Institution
About The Unit: POSITION SUMMARY Reporting to the Director of Student Affairs, the Associate Director of Student Affairs, Enrollment & Registration is responsible for serving as the Harris School's Registrar, managing the daily operations concerned with registration, management of graduate student academic records, records system processing and retention, and related areas. This role will be expected to maintain the highest standards of client service, accuracy, security, and compliance in student record management. This person will also serve as an academic advisor to 20-50 master's students. The Associate Director plays a key role in academic and student life for Harris students, contributing to the school's mission of providing an unparalleled educational experience. KEY RESPONSIBILITIES Oversee the Harris course catalog and course scheduling process - Set Harris course schedule, including time and room assignments - Manage the curriculum review process, in coordination with the Deputy Dean - Convene curriculum review meetings - Provide enrollment and course evaluation data to assist in decision making about course offerings - Follow up on courses/topic areas still needed, outstanding issues with scheduling, faculty or lecturer course assignments - Solicit faculty and lecturer teaching preferences - Coordinate with undergraduate public policy department on instructor teaching scheduling - Submit information accurately and timely to the University Registrar's Office for course registration, time schedules, and course catalog publication - Assign Harris School classrooms to all Harris courses and request additional classrooms from the University Registrar's Office as needed - Schedule final exams according to a standardized schedule - Manage communications to faculty about teaching assignments, classrooms, grading deadlines, and other course management issues and access - Collaborate with the Assistant Director of Faculty Affairs to efficiently onboard new faculty and lecturers - Design and create written resources to assist instructors with logistics of teaching in Harris website instructor portal - Coordinate Harris academic certificates, including meeting each year with certificate Faculty Directors, updating requirements, and ensuring that certificate courses are prioritized on course schedule

Unit Job Summary: Serve as the primary steward of student records, data and registration - Implement and enforce the University's policies and protocols regarding the use, dissemination, integrity, security, and privacy of student information, in accordance with applicable federal and state laws and regulations, including the Family Educational and Rights Privacy Act (FERPA) - Manage data requests on enrolled students and collaborate with advising staff to ensure records are accurate - Collaborate with the University Registrar's Office to ensure integrity of data in the student information system for production of accurate transcripts and data reports - Provide training to academic advisors on records and registration processes; request access from Registrar's Office for new users from Harris to University systems - Provide leadership and strategic planning for academic systems and improvement for enrollment related processes - Manage communications to students about registration, quarterly deadlines, pass/fail petitions, and other related issues - Serve as main contact for other divisional Registrar's Offices and Dean of Students Offices (Booth, Law, etc) to manage cross-divisional registration - Aid the Director of Student affairs in the design and development of new academic services according to department needs Provide academic advising to 20-50 masters students - Create individual curriculum plan with each student, monitoring student progress toward degree completion and intervening appropriately as needed - Conduct graduation degree audits for all advisees - Gain expertise about Harris curriculum and courses in other divisions at the University to best guide student course selection - Collaborate with other student-facing offices to best understand programmatic and career opportunities which enhance the student academic experience - Identify and communicate student needs and interests to Harris leadership to help shape curriculum and co-curricular offerings - Serve as a support for Harris' large international student population, including assisting advisees with CPT and OPT paperwork and acting as a liaison to the Office of International Affairs (OIA) - Escalate complex student cases to the Director of Student Affairs

Unit Education: Bachelor's degree required; degree in higher education, public policy or similar field helpful Master's degree strongly preferred

Unit Experience: A minimum of 3-5 years administrative experience in academic support, financial aid, or a closely-related environment required Experience with registration and/or student records management in a University setting required Familiarity with academic information systems and database systems required (i.e. PeopleSoft, SIS, Banner, etc.) Familiarity with higher education environment and knowledge of the University of Chicago's unique culture preferred

Unit Job Function Competencies: - Professional demeanor, including tact, discretion, and a customer-service oriented approach to the job required. - Ability to quickly garner credibility with students and faculty - Ability to problem solve with minimal supervision, exercise good judgment, prioritize, and work under pressure during high volume times - Excellent project management skills - Ability to problem solve with minimal supervision, exercise good judgment, prioritize, make decisions, and to work under pressure during high volume times - Excellent written and verbal communication skills - Demonstrated ability to review and prioritize work in order to take appropriate actions without advanced approval, ensuring close attention to detail - Ability to operate Microsoft Word, Excel, the internet and email at the intermediate level.

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