Registration and Records Coordinator

Job Title

This position serves as the primary contact in the Registration and Records Office for all internal offices at the School, facilitating the effective operations between the Registration and Records Office and internal School partners. This position also facilitates the effective execution of regular office operations such as the printing and mailing of diplomas, phone and email workflows. This position works under the supervision of the Registrar and with direction from the Associate Directors to provide day-to-day administrative support in the office.

The Office of Registration and Records is responsible for the maintenance, security, and history of students' academic records. The office maintains the School's catalog of degree requirements and course listings, course scheduling/registration, issues diplomas/degrees/transcripts, and collates/submits data to required reporting agencies.

Facilitates communications and develops operational solutions for effective work with on-campus partners such as Continuing Studies, Student Affairs /Advising, Admissions, Student Financial Services, and Academic Operations.

Directs students, staff, and partner offices to appropriate Registrar services and solutions as needed

Makes use of available office technology to improve services and operations in the Registration and Records Office.

Manages daily operational services for the department including but not limited to answering phone calls, responding to emails, and mailings.

Manages the hiring, training, and supervision of student office assistants (OAs).

Daily maintenance of departmental calendars and databases

Tracks and maintains office supply inventory

Other duties as needed for effective operation of the office

High school diploma or GED required; Associate's or Bachelor's degree, or an equivalent combination of education and related experience, preferred.

3+ years of administrative or office operations experience, including experience training, directing, or coordinating the work of others (such as student workers, interns, or volunteers).

Proficiency with standard office productivity tools (spreadsheets, word processing, email, and shared document management).

Familiarity with relational databases, student information systems, or CRM platforms (e.g., PeopleSoft, Coursedog, Slate, or similar systems) preferred.

Demonstrated customer service skills with the ability to engage collaboratively and respectfully with a diverse community of students, faculty, and staff.

Strong written and interpersonal communication skills across in-person and digital platforms.

The expected hiring range is an estimated amount for positions based on the grade. Final offers are based on various factors, including skill set, experience, qualifications and other job-related reasons.

Benefits

PTO Overview

Job Classification: Non-exempt

Employment Category: Full time Staff

Grade Level: 4

This position is part of a bargaining unit represented by AFSCME Council 31.

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Accessibility Accommodation for Applicants

The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals compliant with federal and state laws. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at View email address on click.appcast.io.

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