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Director of Student Records Systems

Employer
Christopher Newport University
Location
Newport News, VA
Working Title:

Director of Student Records Systems

Position Number:

FA256

FLSA:

Exempt

Appointment Type:

Full Time

Sensitive Position:

No

Sensitive Position Statement:

A sensitive position requires a fingerprint-based criminal history Check.This is NOT a sensitive position.

Campus Security Authority:

No

Campus Security Authority Statement:

This position is NOT designated as a Campus Security Authority. A Campus Security Authority (or CSA) is defined as an “official of the institution with significant responsibility for student and campus activities”. A CSA is required to immediately report any crime that is reported to them to the University Police who will then review, evaluate, and investigate the reported crime. Annual training is required by the Department of Education for all personnel who have been designated as a Campus Security Authority.

Designated Personnel:

Yes

Designated Personnel Statement:

This position is a “designated position” meaning this position could potentially be required to work (depending on the event) during an emergency closing.

Statement of Economic Interest:

No

Statement of Economic Interest Statement:

This position does NOT require a Statement of Personal Economic Interest.

Restricted Position:

Yes

Restricted Position Statement:


This is not a restricted position.

Chief Objective of Position:

The Director of Student Information Systems is responsible for the leadership and direction, operating budget, strategic planning, and administration of the Office of Student Records Systems. The position is responsible for the application and direction of the Ellucian Banner Student Information System, university’s Document Management/Workflow system, university’s Constituent Relationship Management (CRM), other third-party systems and corresponding resources assigned to the Office of Student Records Systems. The incumbent will lead department resources to support coordinated technology initiatives with Information Technology Services (ITS) and corresponding Enrollment and Student Success offices. Student Records Systems supports the various areas in student services that interact with and/or maintain student education records and is responsible for the analysis, design, testing, implementation, documentation and maintenance of over 40 custom web-based computer software applications, written in Java, and 10 third-party software packages and applicable interfaces written in PL/SQL, Java, and iScripts. This position will be responsible for the business process analysis, development, project management, documentation, testing, and maintenance of systems and processes that contributes to achieving the goals of the Division of Enrollment and Student Success and Christopher Newport University including automation initiatives that enhance program/record integrity and promote the spirit of the “students first” concept.

Work Tasks:

System Implementation, Maintenance, and Reporting:

  • In consultation with the Office of Financial Aid, the Office of the Registrar, and the Office of Admission, and other Enrollment and Student Success departments as needed, provides direct support for core administrative systems to determine hardware, software, functional applications for the Ellucian Banner Student and General modules, Hyland systems, CRM and other applicable systems.
  • Serves as a resource within the Division of Enrollment and Student Success by providing guidance in the use of information technology to accomplish non-core, system automated requirements.
  • Provides leadership in the design, development, documentation, analysis, modification, installation, testing, and implementation of new automated systems and processes in the area of Enrollment and Student Success.
  • Provides leadership in the defining of best practices, business process analysis, installation, testing, implementation, administration, upgrades, and training of the university document management/workflow system.
  • Ensures development of adequate documentation and provides training to support new systems and procedures.
  • Develops, implements, and maintains processes for Ellucian Banner Student and General modules including, but not limited to, data accuracy and integrity, data processing, student record services via the web, data reporting, and data analysis.
  • Coordinates with functional offices and ITS to develop, implement, and maintain an efficient and compliant information systems to administer financial aid services, academic records and registration services, recruiting and admission services and other Enrollment and Student Success services as needed.
  • Responsible for all database objects and their use to support the Student, Financial Aid and General modules including the self-service products, not limited to saturn, baninst1, wtailor, and general schemas.
  • Serves as liaison between functional data experts from the Office of the Registrar, Office of Financial Aid, Office of Admission, ITS, and other Enrollment and Student Success offices in capturing, maintaining, storing, mapping, and disseminating data and resolving areas of conflict.
  • Oversees the implementation and integration of the university’s CRM and online freshman/transfer applications with university’s enterprise resource system. Manages third-party vendor contract relationships and university expectations.
  • Develops automated solutions to meet business requirements; tests and implements vendor-supplied software and patches once installed and in use.
  • Manages and coordinates development associated with desktop and local area network applications, as well as processes that integrate functionality between all systems.
  • Ensures that system operation is in compliance with all university, federal, and state regulations while maximizing the flexibility of the product.
  • Works with product support specialists to resolve installation, maintenance, and/or upgrade issues.
  • Researches future software releases to determine feasibility and advisability of implementation.
  • Recommends software and/or hardware upgrades for functional units with appropriate justification and proposed timelines. Compiles, maintains, and distributes communication on software problems and enhancements.
  • Develops, implements, and monitors testing process for system upgrades as well as CNU enhancements.
  • Designs and documents extensive test methodology and results.
  • Serves as contact for functional users regarding technical problems.
  • Assists functional offices in retrieving data and writing reports.
  • Reviews Ellucian’s product lines for known defects and/or patches.
  • Researches possible interfaces for existing systems/products.
  • Develops reporting strategies (with interpretation) for data users in the university community, extracting data from Banner tables to be used for management decisions, reports, and office functions.
  • Writes ad-hoc computer programs, processes, and reports for various types of business needs for functional areas using Ellucian Banner Student and General modules, SQL, PL/SQL, Java.
  • Consults with the directors of the functional offices to represent the interests of the Division as additional functional areas become Banner users.

Application System Analysis and Training:
  • Analyzes user, department, or client information management needs and issues for the functional offices of Admission, Registrar, Financial Aid and other Enrollment and Student Success offices; assists with implementation of system-related applications; maintains and provides follow-up support for existing computer programs and systems; supports or serves as liaison in support of Blackboard, on-line survey software related to student or academic records, classroom support or scheduling applications, and related systems and software. Provides tier one or two support, providing assistance with software issues and solutions for the above referenced offices.
  • Designs appropriate software solutions determining software, hardware, infrastructure and equipment needs between these three departments and information technology services.
  • Assists with functional and technical implementation of web applications and serving Ellucian Banner data to various web environments.
  • Acts as primary product manager for various partner and third party products that interface with Ellucian Banner Student and General modules.
  • Works with functional offices to explore new technology to ensure inviting, informative, and accurate self-service website for students, faculty, staff, and administration.
  • Researches, designs, implements, and tests functionality available via self-service.
  • Develops reports and programs for information processing: accepts descriptions of the problems to be solved or reports needed, designs solutions involving electronic and manual processes, defines the tasks required to implement the solutions, and develops the solutions to meet the clients’ needs.
  • Coordinates and collaborates with functional offices to develop and produce comprehensive training programs and materials tailored to the scheduled audience.
  • Develops data entry standards for the Division of Enrollment and Student Success in consultation with directors of the other functional areas to include but not limited to Office of Admission, Office of Financial Aid, and Office of the Registrar.
    Conducts various system-training sessions for employees, as needed.
  • Develops ongoing training programs and/or refresher sessions, as needed.

    Project Management and Cross Department Collaboration:
  • For the functional offices of Admission, Registrar, Financial Aid and other Enrollment and Student Success offices, facilitates the management of information technology systems projects. Projects can span several departments and deal with multiple IT platforms. This position works closely with clients to fully understand their requirements and define expectations.
  • Following a disciplined project management methodology, such as those in the PMI PMBOK Guide, this position is accountable for the detailed planning of tasks and identifying resources needed to meet the project’s objective, monitors progress, and prepares reports to ensure work is progressing to meet the deliverables by established deadlines and within budget.
  • Identifies, assesses and mitigates project risks that may jeopardize project completion. Continually maintain on-going documentation about project status and monitor progress towards completion. Uses project experience, technical knowledge, and team collaboration to resolve unforeseen issues and adjust resources and plans accordingly to meet the project objectives.
  • Assists staff in those designated functional offices in identifying projects, by serving as project manager by actively participating in the development of systems, programming, testing, quality control, implementation, defining tasks required, and establishing priorities. Project Management and Planning: Identifies, assesses and mitigates project risks that may jeopardize project completion.
  • Continually maintain on-going documentation about project status and monitor progress towards completion. Uses project experience, technical knowledge, and team collaboration to resolve unforeseen issues and adjust resources and plans accordingly to meet the project objectives.
  • Assists staff in those designated functional offices in identifying projects, by serving as project manager by actively participating in the development of systems, programming, testing, quality control, implementation, defining tasks required, and establishing priorities.
  • Works with Enrollment and Student Success offices and ITS to develop short and long term software, hardware, infrastructure, and equipment needs for supporting the Division of Enrollment and Student Success. 4. Enrollment Services System Security:
  • Develops and implements a standardized method for functional offices to assign and monitor system security which comply with established university, state, and federal regulations and guidelines.
  • Provides guidance and support for the administration of Banner security within the Office of Admission, Office of Financial Aid, Office of the Registrar, and other administrative offices as needed.
  • Serves as resource for data stewards regarding necessary system security.

Leadership and Management:
  • Responsible for the departmental technical and functional resources with business process analysis, implementation, project management, administration, maintenance, upgrades, and training of Ellucian Banner Student and General modules, university document management/workflow system, university CRM and web-based student application processes, and other enterprise systems supporting Student Services offices.
  • Responsible for annual operating budget and strategic planning for department.
  • Works with Purchasing Office and other university offices to identify and procure new technologies, services, and resources to support the Division of Enrollment and Student Success.
  • Develop and maintain very positive and professional customer service and/or relations within the office/department and with all constituencies to include students, faculty, staff, guests, and employees. Demonstrate a positive and professional attitude and treat everyone with dignity and respect. Fully support the “Student’s First” value at CNU and routinely goes the extra mile in providing service.
  • Follow workplace safety regulations and adhere to applicable standards, processes, and programs established for your position.
  • Immediately report work-related incidents and unsafe work conditions to your supervisor and participate in accident investigation requests.
  • Promote a safe and healthy work environment by ensuring the implementation of safety regulations and applicable standards, processes, and programs established for employees under your supervision.
  • Ensure employees under your supervision are trained in safety standards and procedures for their positions. Report work-related incidents within 24 hours according to the procedures established by the university, state and federal guidelines.
  • This position is designated as a “responsible employee” who has the authority to redress sexual violence, who has the duty to report incidents of sexual violence or other student misconduct, or who a student could reasonably believe has this authority or duty.
  • Performs other duties as assigned.

Knowledge, Skills, Abilities (KSA's) related to position:

  • Interpersonal and consensus building collaboration skills;
  • Knowledge of relational databases;
  • Aptitude for systems management including query and maintenance;
  • Knowledge of the laws, rules, and regulations associated with administration of a state institution of higher education in Virginia to include federal and state policies and procedures;
  • Skilled in examining and re-engineering operations and implementing new strategies and procedures;
  • Knowledge of the rules, regulations, and laws regarding admission, financial aid, and student records;
  • Excellent written and oral communication skills;
  • Ability to develop email status and interaction tracking reports utilizing Slate CRM;
  • Skill in developing document management system functions for improved storage in systems such as, access, and processing in iScripts;
  • Ability to formulate both SMS and email-based communications using the Slate CRM;
  • Ability to generate application and prospect-centric reports for Registrar and Transfer Admission and Enrollment.
  • Skilled in project management in accordance with PMI standards;

Required Education:

Master’s Degree or a Bachelor’s Degree and experience that equates to an advanced degree.

Additional Consideration - Education:

Master’s Degree in Higher Education Administration, Public Administration, Student Personnel Services, Business Administration or related area of specialization

Experience Required:

  • Experience with technology management and script writing experience in one or more of the following areas : Academic Records and Registration, Financial Aid, or Recruiting and Admissions;
  • Experience working with systems such as, Ellucian Banner Student and General modules, including self-service products;
  • Experience managing technical and functional resources in an education setting;
  • Experience with technical system project leadership;
  • Experience utilizing system such as, SQL* Plus, PL/SQL, Oracle forms, Toad, Evisions FormFusion, VISIO, MS Project, MS Access, UNIX Experience with report writing tools;
  • Experience with data extract and report writing tools such as, Toad, SQL Developer, or other 4th generation tools;
  • Experience with the administration and support of document management/workflow systems;
  • Experience in creating source formats and uploading data to a CRM, such as Slate;
  • Experience in developing and managing data migration procedures utilizing systems such as Hyland DataTransfer, Java, and PL/SQL;
  • Experience in developing and managing data migration procedures utilizing Java;
  • Experience working with student education records.

Additional Consideration - Experience:

  • Experience with systems management of a large-scaled higher education ERP system within the student sector.
  • Experience with database programming or database management in an Oracle environment;
  • Experience with the management of functional and technical resources;
  • Experience with the development of technical and functional specification documents for technical and non-technical users;
  • Experience with the creation and maintenance of end-user training programs and supporting documentation;
  • Experience working with third-party vendors;
    Experience working with other administrative offices such as Business Office, Finance, Advancement, Institutional Research, and Auxiliary Services.

Salary Information:

Starting at $96,475, to commensurate with education and experience.

CNU Information:

Selected by The Princeton Review to be included in The 388 Best Colleges: 2023 Edition, Christopher Newport University is a public school offering a private school experience – great teaching, small classes, and a safe, vibrant campus. The University is located in Newport News, Virginia, enrolls approximately 4,500 students, and is dedicated to the ideals of scholarship, leadership, and service. Academic programs at Christopher Newport University encompass more than 90 areas of study, from biology to business administration and political science to the performing arts. The University is ranked by U.S. News & World Report’s America’s Best Colleges guide as 2nd among public regional universities in the South and 5th overall, and has recently completed more than $1 billion in capital construction on its 260-acre campus.
Christopher Newport University is committed to ensuring that all people are welcomed, honored, and fully engaged in the life of our academic community. We recruit exceptional and diverse faculty and encourage applications from individuals who are underrepresented in their profession. For further details and information about Christopher Newport, visit www.cnu.edu.

Posting Number:

AP323P

Number of Vacancies:

1

Posting Date:

01/29/2024

Review Begin Date:

02/19/2024

Application Instructions:

Interested parties are requested to submit a cover letter; current resume; and the names, addresses, and telephone numbers of at least three professional references at the time of application.

Review of applications will begin at 11:59PM ET on February 19, 2024.
Applications received after 11:59PM ET on February 19, 2024, will be accepted but considered only if needed.

Search finalists are required to complete a CNU sponsored background check.

Christopher Newport University (CNU) will make a reasonable effort to accommodate persons with disabilities in the application and/or interview process. Persons with disabilities who require accommodation should contact the CNU Human Resources Office by calling (757) 594-7145.

Quick Link for Internal Postings:

https://jobs.cnu.edu/postings/16886

EEO/Diversity Statement(s):

Christopher Newport University, an EO Employer, is fully Committed to Access and Opportunity.

Notice of Non-Discrimination & Title IX Policy Statement

Christopher Newport University and its employees demonstrate a positive and professional attitude. Practices inclusive leadership and treats everyone with dignity and respect. We value diversity and are committed to creating an inclusive environment for all employees, as well as fully support the “Students First” value.

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