Associate University Registrar for Enrollment Services

Job description

Hyde Park Campus


About the Unit
The Office of the University Registrar facilitates faculty teaching, student learning, and institutional research. As the stewards of student data, academic systems, and classrooms, the Registrar's Office provides service to all faculty, students, staff, and alumni.

Job Information

Job Summary:

The Associate University Registrar for Enrollment Services leads the University's central registrar operations for enrollment, grading, academic records, transcripts, and certifications. The Associate Registrar enforces academic policies and practices, adapts operations to academic needs, and evaluates administrative processes to identify opportunities for improvement through systems and technology. The position oversees the operational activities of the Registrar's Office and supervises staff responsible for maintaining academic and student data and, along with the senior staff of the Office of the University Registrar, is responsible to ensure that the office fosters the academic mission of the University while offering responsive service to all faculty, students, alumni, and staff. The Associate Registrar reports directly to the University Registrar.



  • Provides vision, strategy, and direction for daily operations of the Office of the University Registrar in the areas of enrollment, grading, academic records, transcripts, and certifications.
  • Serves as primary resource for business processes and policy decisions as they relate to specific portions of system modules. Evaluates, recommends, and approves changes to system processes, and serves as primary point of contact with vendors.
  • Develops appropriate recommendations for the implementation and maintenance of technology applications, and identifies, negotiates and manages relationships with outside vendors.
  • Leads development of enrollment business practices, technology and other changes that may improve workflow and functionality, analyzes current and future system needs.
  • With an understanding of University policies and procedures, resolves complex, high-profile and sensitive issues pertaining to students by reviewing and seeking approval for exceptions to them. Defines purpose and process for ongoing exceptions to routine procedures.
  • Participates and leads university wide campaigns and initiatives; serves as a liaison and representative to university community on behalf of the Office of the University Registrar.
  • Leads and manages system and regulatory audits, evaluates the results of audits and determines corrective actions to ensure data integrity.
  • Manages the creation and maintenance of procedural, policy, on-line knowledge base and manual aides, resolves and approves changes.
  • Develops and implements outreach efforts to departments, faculty, and students. Identifies, manages relationships, and negotiates with external and internal partners.
  • Manages a team of staff including two assistant registrars.

Enrollment and Grading
  • Plans, implements, and oversees enrollment functions throughout the academic year, including, but not limited to, student information setup and verification; quarterly pre-registration and registration configuration; academic calendar and term/session calendar setup; exception processing, and enrollment audits.
  • Oversees and certifies the accuracy of student enrollment and grading each quarter by coordinating audit reports and other quality assurance checks of student records; requests new reports to identify areas of improvement and drive policy changes when needed.
  • Advises staff concerning academic, registration, and/or records problems; works with faculty and staff to resolve issues; verifies student enrollments as requested.
  • Oversees enrollment processes by developing and documenting policies and procedures, implementing and maintaining effective systems, and working in cooperation with the campus community to ensure academic policies and procedures are enforced and proper records are maintained.
  • Ensures the correct and timely reporting of enrollment data to the National Student Clearinghouse and facilitates the resolution of related system and data discrepancies, as well as difficulties experienced by students, such as securing loan deferments and other related matters.
  • Maintains a thorough knowledge of academic policies and University data systems and provides training for the campus community on topics such as FERPA, student enrollment, grading, academic policies, and other student information systems and services.

Academic Records
  • Oversees and audits data entry into the University's student system to ensure proper maintenance and accuracy of student records, including, but not limited to, generating reports, analyzing student records data, communicating with appropriate constituencies, and ensuring updates are completed in accordance with policies, procedures, and/or standards to resolve inconsistent data.
  • Ensures compliance with and advances the University records retention policies by using professional resources to stay current with records management techniques relating to imaging, disaster recovery, retention schedule, and other critical issues.
  • Creates, maintains, and secures University academic records in accordance with standards, and ensures compliance with University's FERPA policy; implements industry best practices.
  • Manages new and existing vendor contracts, prioritizes product enhancements and establishes service agreements with records-related vendors.
  • Collaborates on, and prioritizes, the implementation of software enhancements and/or version implementations, for current and future systems, as they relate to enrollment and academic records, including, but not limited to, PeopleSoft Campus Solutions, the National Student Clearinghouse, and Parchment.

This position requires strong leadership, enthusiasm, and energy, and an ability to adapt quickly in a constantly changing environment.

  • Proficient in the functional use of student information systems, in particular PeopleSoft Campus Solutions (or similar student information system).
  • Bring a wealth of knowledge of current best practices with regards to registrar duties of a complex higher education institution, including policies and protocols for protecting and maintaining the security and integrity of student information and compliance issues.
  • Experience successfully implementing and improving administrative processes.
  • Be adaptable to changing needs, circumstances, and opportunities while remaining committed to continuous assessment and process improvement.
  • Demonstrate strong leadership ability—must truly lead and inspire, not merely manage, others.
  • Experience providing collaborative leadership with faculty, students, and staff to implement policy with judgment and flexibility.
  • Ability to use information technology effectively.
  • Experience working within a complex, decentralized university environment.
  • Ability to adapt successful practices from other institutions.
  • Must be very collaborative with regards to decision-making and relationship building — be a consensus builder and able to work with many stakeholders throughout the institution.
  • Be a facilitator of change with the capacity to build alliances and bring others onboard with new initiatives.
  • Enjoy the human dimension of creating and building relationships across campus.
  • Possess strong interpersonal skills and be comfortable maintaining a highly visible and engaged role by actively working with a wide variety of constituents.
  • Couple vision with strong analytical and data-driven skills.
  • Possess excellent communication and active listening skills—able to communicate effectively up, down, and across the institution with ease.
  • Support staff development and demonstrate a record of building successful and resilient teams.
  • Possess a strong customer service orientation and exhibit respect to students, staff, academic leaders, and faculty in the execution of duties.
  • Value professional development for self and staff.
  • Set a professional and personal example for direct reports, colleagues, and superiors by being a hard-working, dedicated professional of impeccable integrity and high ethical standards that engenders trust in others.
  • Be data driven and have the ability to measure progress against stated goals and objectives.
  • Possess a combination of big-picture thinking and the ability to manage a critical office operation on a day-to-day basis.

Additional Requirements

Education, Experience or Certifications:
  • Bachelor's degree required.
  • Master's degree preferred.

  • Minimum of five to seven years of leadership experience in a registrar's office or related university area working with academic information and overseeing academic operations.

Required Documents:
  • Resume
  • Cover Letter

(NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application)

Benefit Eligibility

Pay Frequency

Pay Range
Depends on Qualifications

Scheduled Weekly Hours


Job is Exempt?

Drug Test Required?

Does this position require incumbent to operate a vehicle on the job?

Health Screen Required?

Posting Date

Remove from Posting On or Before

Posting Statement:

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

Full time

About Us
The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world.

We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government.

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Job No:
Posted: 12/22/2018
Application Due: 2/20/2019
Work Type: