Assistant Director, Student Records

Overview Position Title : Assistant Director, Student Records Why choose the College of Lake County for your next opportunity? The College of Lake County (CLC) offers a competitive salary and excellent benefits, including Blue Cross Blue Shield of Illinois health, Delta Dental and Superior Vision insurance plans, tuition support for employees and qualified family members, three retirement plans, disability, group and supplemental life insurance, health and dependent care flexible spending account plans, a compressed work week in the summer (Closed Fridays!), generous vacation, sick and personal time off, and 14 paid holidays each year. Some benefits will not be available for Part-Time or Part Time Staff Under 20 Hours (e.g., health insurance). Job Summary The Assistant Director is responsible for managing the daily operations of the Student Records department, ensuring the accuracy of student academic records while enforcing institutional, state, and federal policies. This includes oversight of degree and certificate conferral, transcript and test score processing, transfer and military credit evaluations, student records maintenance, grading, registration, enrollment verifications, and coordinating efficient and effective student service with the Welcome and One Stop Center, phones, virtual services, e-mail, and with internal and external departments. This position is responsible for establishing and maintaining a high level of equity driven customer service, remaining current on all regulations applicable to Federal and State student records guidelines, training staff, and assisting the Student Records Department with compliance and all customer service initiatives. Additionally, the Assistant Director will work with other departments to provide outreach and support programs to students, parents, and community organizations, as applicable. Job Description Strategic Leadership and Planning – 20% Provide Student Records staff supervision and training in excellence, unity, and compassion through student records processes, and department procedures; coordinate work assignments; conduct evaluations of staff performance. Motivates and empowers staff to perform at consistently high service levels. Defines appropriate professional goals and accountability systems for staff. Develops evaluation system to hold staff professionally accountable for student records functions that support student success. Evaluates and updates policies, processes, and procedures to ensure they are equitable and meet students where they are to ensure a student-centered experience. Uses data to assess the impact on student outcomes across all functions. Ensures continuous improvement of the student experience by making recommendations for updates to other department areas as appropriate. Assist in the development and implementation of goals and objectives for the Student Records department. Lead a team who maintain a prominent level of customer satisfaction with students, prospective students, parents, college personnel and third-party partners either through WOSC interaction, phone call, virtual services, and e-mail. Project Management – 30% Remain informed of changes in federal, state, and institutional policies that may impact departmental and institutional procedures. Evaluate the effectiveness of existing policies and procedures and recommend changes to the Director of Student Records. Coordinates and updates written policies and procedures, including those found in the college catalog, student resource guide, on the website, and on internal documents/process maps/training manuals. Coordinates efficient and proper dissemination of changes to stakeholders. Assist with functional/technical staff to ensure the best use of technology in meeting state and federal mandates and providing support for the functions of the office. Establish good working relationships with all offices of the College to provide supportive service to the student records operation. Assist with federal, state, and institutional applications and reports by published deadlines. Operations Management – 40% Coordinate student records policies and procedures including, but not limited to residency, grading, registration/withdrawals, academic standards, student records data, transcripts and test scores, FERPA, enrollment and degree reporting, commencement, subpoenas, Freedom of Information Act (FOIA), and Solomon Act requests. Applies and utilizes an integrity mindset while ensuring all policies and procedures reflect current Federal, State, and college requirements, and evaluates to implement necessary changes or makes recommendations to the Director of Student Records. Supervises evaluations of student records for the purposes of awarding transfer credit for courses earned at other institutions, test credits, and military credit, as well as graduation eligibility. Supervises the management of student records including transcripts, student data updates, grading, and eligibility for limited enrollment programs. Establish and maintain work schedules to ensure proper coverage of phone and email. Hire, train, and supervise student workers. Coordinate staff absence requests and coverage for college events and presentations. Work closely with Educational Affairs on curriculum design/implementation and prior learning assessments. Award degrees and certificates and ensure proper and efficient processing. Advise and educate students, prospective students, parents, and the college community regarding records processes. Ensure timely and accurate enrollment and degree reporting to the National Student Clearinghouse, coordinate the degree verification process and diploma processing. Coordinate the maintenance and storage of student records in accordance with government regulations. Other Duties – 10% Work closely with the college community to promote an understanding of college records programs, with the overall goal of ensuring a collaborative culture is maintained throughout our campuses. Serve as a collaborative member of the Student Development leadership team, working closely with other leaders to better serve students, the division, and the college. Represents student records on internal and external college committees and actively participates in local, regional and national student records, community college, and higher education professional organizations. Other duties as assigned. Qualifications Required Qualifications Bachelor’s Degree. A minimum of seven (7) years of professional work experience, with at least three (3) years of progressively responsible experience in student records, admissions, registration, enrollment services, academic administration, or a related operational function serving students. A minimum of one (1) year prior experience in supervision and management. Knowledge and understanding of student records, academic policies and procedures, and college curriculum process. Prior experience with developing, implementing and evaluating student services or support processes. Knowledge of student information software systems. Proven ability to work effectively and constructively with persons of diverse cultures, language groups, and abilities; demonstrate sensitivity to and ability to work with the diverse academic, socioeconomic, cultural, and ethnic backgrounds of community college students, faculty, and staff, including those with disabilities; establish and maintain effective working relationships with those contacted in the course of work. Excellent organizational skills are essential as this is a highly visible position with heavy public, student, and internal contact with peers, faculty, and staff. Firm commitment to inclusion, diversity, excellence, unity, and purpose as it relates to all functions of student records services in promoting student success and satisfaction. Desired Qualifications Master’s Degree. Proven experience of collaboration with other departments in establishing student success initiatives, especially those dealing with student records/degree awarding/etc. Prior experience with PeopleSoft or Workday systems at the community college level Prior experience/leadership in college/university student record’s offices. Bi-lingual in Spanish and English (fluency in verbal and written). Salary: $79,190 Work Schedule: 40+ Core hours are 8:00 a.m. - 4:30 p.m. Hours may vary depending on the needs of the college. Application Deadline: July 21, 2026 Full-Time/Part-Time: Full time Total Hours Per Week: 40 Position Type: Staff Job Family: Professional Posting Date: 06/30/2026 Expected Start Date: 08/01/2026 Compensation Grade: C52 Location: Grayslake Campus Department: Student Records Department EEO Statement: College of Lake County is an Equal Opportunity Employer with a policy of non-discrimination. Qualified applicants are considered without regard to race, color, age, sex, national origin, disability, religion, sexual orientation, gender identity or expression, marital status, military or veteran status, genetic information, ancestry, citizenship, parental status, pregnancy or any other status protected by law. #J-18808-Ljbffr College of Lake County