Director of Advising Systems and Operations

POSITION OBJECTIVE

The Director of Advising Systems and Operations provides strategic leadership and technical expertise to enhance the undergraduate student experience through the seamless integration of academic technology. Reporting to the Dean of Undergraduate Advising, this role is responsible for the human‑centered optimization of multiple academic systems to ensure accurate degree audits, advising notes and processes, and efficient system management of academic procedures and policies. The director ensures that these tools empower advisors and faculty to provide high‑quality guidance while removing administrative barriers for students. By leading process improvements, implementing and maintaining paperless workflows, and conducting campus‑wide training, the director ensures that academic processes are executed seamlessly and transparently. This role is a high‑level collaborator, working across departments to foster a culture of efficiency and student‑centric service.

ESSENTIAL FUNCTIONS

Evaluate the user experience and content management of multiple academic systems, including Stellic and Salesforce, ensuring that degree audits are accurate, advising notes are secure and available to appropriate advisors, and that all systems work in harmony to provide students with a clear path to graduation. Monitor system performance, user feedback, and advising best practices to identify areas for growth, ensuring Case Western Reserve University remains at the forefront of academic advising technology. (25%) Oversee the technical coding of complex academic programs and requirements into the degree audit system. Collaborate with the dean of undergraduate advising to ensure that system logic accurately reflects university regulations and academic programs and that exceptions are handled consistently and documented properly. (25%) Modernize academic procedures by leading the transition from manual, paper‑based procedures to streamlined, digital workflows. Evaluate the student journey through various academic processes, such as major declaration and course substitutions, and redesign systems to be more intuitive, efficient, and paperless, reducing friction for both students, faculty, and administrators. (15%) Synthesize complex data from advising notes, degree audits, and system usage to identify trends that support student success and retention. Design and distribute high‑level advising data reports, providing actionable insights that help the Office of Undergraduate Advising assess performance and proactively address student needs and institutional bottlenecks. (15%) Cultivate campus‑wide expertise by designing and delivering comprehensive training programs for faculty and staff on the use of degree audit systems (Stellic) and advising platforms. Develop accessible resources and workshops that translate technical system functions into practical tools for effective student mentoring and academic planning. Build strong, trust‑based partnerships across campus to ensure system configurations align with the various needs of different academic disciplines. (15%)

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (5%)

CONTACTS

Department: Daily contact with the Dean of Undergraduate Advising and advising staff to align system operations with student support goals. University: Continuous collaboration with UTech, the Registrar’s Office, and the Associate Provost for Curriculum. Regular, high‑level contact with faculty and academic advisors to provide training and solicit feedback on system utility. External: Regular contact with software vendors and peer institutions to stay current on best practices in academic technology. Students: Periodic interaction to troubleshoot complex degree audit issues and lead focus groups for system user‑experience improvements.

SUPERVISORY RESPONSIBILITIES

Direct supervision of two full‑time employees: Business System Analyst and Coordinator.

QUALIFICATIONS

Experience: minimum 5 years of experience in higher education administration, academic advising, or registration systems. Education: Bachelor's degree required; Master’s degree in Higher Education Administration, Counseling, Information Management, or a related field preferred.

REQUIRED SKILLS

Ability to build rapport and work effectively with various stakeholders, from technical staff to senior faculty. Exceptional public speaking and presentation skills; ability to teach technical concepts to non‑technical users in an engaging and patient manner. Ability to see the “big picture” of the student lifecycle and identify how system bottlenecks impact student retention and success. Familiarity with and/or the ability to learn academic technologies (specifically Stellic, Salesforce, Peoplesoft, and Slate environments) and the ability to drive their configuration. A strong commitment to the student experience and the ability to advocate for user‑friendly, accessible technology solutions. Knowledge of process improvement models and methods. Ability to use complex data from multiple sources to identify trends and inform decision‑making. Demonstrated experience in process improvement methodology, evidenced by successful alignment of inter‑departmental student‑centric systems. Excellent skills in Microsoft Excel, PowerPoint and Word for analysis and presentation of data. Ability to meet consistent attendance. Ability to interact with colleagues, supervisors and customers face to face. Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest. Willingness to learn and work with Artificial Intelligence (AI) tools and technologies.

WORKING CONDITIONS

General office environment. The employee will perform repetitive motion using computer mouse and keyboard to type. Limited manual dexterity required. Requires the ability to move across campus for faculty meetings and training sessions. This position is not student‑facing and is eligible for the Staff Hybrid Remote Work Program. #J-18808-Ljbffr