Associate Registrar

United States, North America
May 16, 2014
About The Unit: The University of Chicago Booth School of Business is the second-oldest school in the U.S. and second to none when it comes to influencing business education and business practices. Since 1898, the school has produced ideas and leaders that shape the world of business. Their rigorous, discipline-based approach to business education transforms students into confident, effective, respected business leaders prepared to face the toughest challenges. Chicago Booth has the finest set of facilities of any business school in the world. Each of the four campuses (two in Chicago, one in London, and one currently in Singapore. The Singapore campus will move to Hong Kong in 2014) reflects the architectural traditions of its environs while offering a state-of-the-art learning environment. Chicago Booth is proud to claim: -an unmatched faculty. -degree and open enrollment programs offered on three continents. -a global body of nearly 43,000 accomplished alumni. - strong and growing corporate relationships that provide a wealth of lifelong career opportunities. As part of the world-renowned University of Chicago, Chicago Booth shares the University's core values that shape the distinctive intellectual culture. At Booth, they constantly question and test ideas, and seek proof. This extraordinarily effective approach to business leads to new ideas and innovative solutions. Six of the Booth faculty members have won Nobel Prizes for these ideas - the first business school to achieve this accomplishment. For more information about the University of Chicago Booth School of Business, please visit:

Unit Job Summary: The Associate Registrar, reporting to the Registrar, will serve as an integral member of a team of professionals who support the MBA and PhD Programs staff, students and faculty via standard registrar functions: student record management, registration, grades and graduation. Day-to-day responsibilities include oversight and maintenance of student records, coordination of and communications about the graduation reporting processes, oversight of the set-up of records for new students, review and verification of educational transcripts, and management of the processes for the collection of provisional and final grades. The Associate Registrar is expected to gain a deep understanding of student data, student policies, and business rules and procedures, of the MBA Programs and systems. The Associate Registrar will apply that knowledge to investigate and resolve issues and act as an advisor and resource to staff. As such, the Associate Registrar is expected to develop and maintain strong working relationships with Booth Program staff, Booth IT and University of Chicago colleagues, and thrive in a fast-paced environment while working on multiple projects at a time. Strong technical and analytical skills are required as multiple information systems and reporting tools are used daily. PRINCIPAL DUTIES AND RESPONSIBILITIES: -Manage the weekly responsibilities and daily communications pertaining to the quarterly graduation process. Processes include the production and editing of reports, communicating to multiple constituencies, coding of records, etc. -Manage the quarterly processes for the collection of provisional and final grades. Responsibilities include communications to faculty, training faculty assistants to be proxies for grade-entry, etc. -Maintain complete and accurate student records, including addresses, while protecting confidentiality and upholding FERPA. -Assist the Registrar in developing and maintaining FERPA management processes and deliver "mini" training sessions about data security. Conduct a quarterly audit of user access to student record systems. -Run ad-hoc report queries for Booth staff, as requested. Learn Booth's Data Warehouse and Business Objects reporting environment, with the intention of developing ad-hoc queries and publishable reports. Review and resolve data feed errors. -Interpret and explain University and Booth policies regarding student record data as needed to meet reporting requests from within and outside Booth. -Create and/or maintain internal documentation for graduation and grades processes. Publish relevant updates to internal websites.Produce, verify and edit graduation reports. -Assist in day-to-day operations, including developing and maintaining a quarterly production schedule. -Represent the office to other constituencies. -Initiate process improvements for reporting, registration, communications and general operations.

Unit Education: Bachelor's degree required. Master's degree in higher education or related field preferred.

Unit Experience: At least three years of experience in higher education, a registrar function or a directly related field required. Experience with business objects preferred.

Unit Job Function Competencies: Ability to maintain a high level of confidentiality required. Proven abilities in managing multiple projects simultaneously, and responding to requests quickly, required. Excellent attention to detail, organizational skills and, ability to meet deadlines, required. Ability to exercise mature judgment and diplomacy in collaborating with and responding to constituencies, including faculty, staff and students, required. Ability to prioritize daily responsibilities among complicated processes, projects and requests required. High-level of comfort in working with information/student records systems and reporting tools required. Ability to cross-train in all department responsibilities and be quick to "stand/jump-in" when needed required. Ability to achieve objectives with minimal direction/supervision required. Ability to find, research, and ask about errors and issues required. Excellent communication skills, verbal and written, required. Proficiency in Microsoft suite (Word, Excel, PowerPoint, and Outlook) required. Knowledge of SAP/Business Objects and Microsoft Access preferred.