Director of Admissions and Records/Registrar

Job Description

Job Description

Director of Admissions and Records/Registrar (IDPL) - IC

POSITION DESCRIPTION

The Director of Admissions and Records/Registrar reports to the Dean of Academic Affairs and is responsible for establishing the office of the Registrar, Admissions, Placement/Testing and Recruitment overseeing all facets of student registration and records management, ensuring the integrity and confidentiality of academic records. The role includes ensuring accuracy of data, tracking enrollment, verifying transcripts, processing student transfers, and scheduling classes. The Director of Admissions and Records/Registrar is also responsible for accurately gathering, recording, analyzing and communicating key performance data and student academic information that is critical to the College’s success.

The Director of Admissions and Records/Registrar will provide strong leadership consistent with the academic goals and mission of Instituto. The Director of Admissions and Records/Registrar will work to foster a student-centered and excellent customer service orientated approach to the department’s operations and is also responsible for developing/maintaining academic policies and collaborating with various departments to support institutional goals and maintain accreditations.

The Director of Admissions and Records/Registrar additionally is responsible for directing and assisting in the admission process to the programs within Instituto College. The position will provide leadership and supervision with the outreach, recruitment and the admission process of the College’s programs. The responsibilities include: outreach and recruitment, creating and implementing policy and procedures in the area of recruitment, as well as administering and managing the student assessment process.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Records/Registrar

• Coordinate and supervise all aspects of the Admissions, Records/Registrar’s Office including the student information systems.
• Oversee innovation, vision, and accountability for the management of all records, compliance, registration policies, and services that support student success.
• Provide leadership on development, implementation, and maintenance of procedure manuals and student information systems updates.
• Maintain the integrity and accuracy of student records, including grades, deficiency reports, preparation of honors lists, probation status reports, class rankings, compliance, graduation audits, transcripts, awarding of degrees, and all academic audits to increase department efficiency and effectiveness.
• Preparation of statistical data (IPEDS) and enrollment reporting for National Student Clearing House.
• Ensure student records are updated daily with grades, attendance, finances, and other requirements as needed.
• Supervise registration processes, schedules, and calendars.
• Supports the enrollment process by working closely with colleagues from various disciplines.
• Maintain accurate records of all college courses and curriculum requirements.
• Implement and oversee development and implementation of academic policies and procedures, new requirements, and best practices.
• Advise and assist students with registration, academic planning, and course selections.
• Design all forms needed for proper maintenance of student permanent records and recording processes.
• Perform end-of-term processes that include: updating student credit hours, GPA calculations, academic standing, SAP (satisfactory academic progress), and honors.
• Assist in monitoring student records in compliance with Federal Student Aid regulations.
• Train staff to use software related to records administration.
• Serve as a resource to faculty and administrative officers regarding student information and policies, and represents the College on related matters.
• Ensure compliance with institutional, state, and federal regulations.
• Inform, enforce, and interpret academic policy, and certify enrollment or degrees awarded on behalf of the College.
• Supervise and support the development of best practices and common approaches for gathering, analyzing, and using data to support institutional reporting (can include class size, faculty load, and enrollment reports) for internal and external stockholders.
• Maintain close liaison with Director of Student Financial Affairs, Associate Dean of Nursing, and the Bursar in determining eligibility for registration and graduation.
• Work in close liaison with Director of Student Financial Affairs on audits and reporting.
• Coordinate graduation and commencement activities.
• Publish and maintain the course catalog and the course sections file, including course prerequisites, special restrictions, expected class size, course descriptions, and degree requirements.
• Provide training and supervision to registration office staff.
• Utilize technology to streamline and improve administrative processes.
• Enhance expertise, assess emerging technologies, and advise on suitable implementations in collaboration with the IT manager.
• Serve on administrative committees as assigned.
• Other duties as assigned.

Recruitment and Admissions

• Work in collaboration with the Dean of Academic Affairs in the development and implementation of Instituto College's recruitment and outreach plans.
• Assist in the development of the outreach, recruitment and marketing strategies that includes: collaboration with other organizations, traditional media, social media, and other innovative strategies.
• Work with supervisor and program leads to offer revision and development of new brochures and marketing materials.
• Develop and maintain relationships with high school counselors and community organizations.
• Respond to inquiries from prospective students, and their families.
• Guide students through the application process, ensuring they submit all required materials.
• Evaluate student applications, including academic records, and admission standardized test scores., i.e. nursing college admissions or TEAS exams.
• Conduct interviews with prospective students and assess their readiness for admission.
• Collaborate with staff and department heads to make admission decisions.
• Work closely with academic departments, and student services to ensure a seamless transition for admitted students.
• Advises students on required exams for College of Nursing (TEAS) and for pursuing certifications.
• Provide comprehensive case management and coaching as per WIOA guidelines.
• Prescreen potential participants for WIOA training programs, communicate basic agency policies and procedures, and complete training exploration forms.
• Maintain active contact with the students. Provide academic advice to new and continuing students throughout their academic program until graduation and beyond.
• Oversee the efforts to bring other colleges onto campus for individualized informational sessions with students interested in specific programs post-ADN.
• Provide essential information related to admissions requirements and enrollment processes to prospective students by phone, email or in person; acts as subject matter expert regarding the College's enrollment requirements and programs.
• Monitor performance of online applications and automated processes and work with the Dean of Academic Affairs to improve and update as needed.
• Track applicants as they move through the admission process, communicate as needed in addition to sending automated communication.
• Send out all correspondence to applicants up to acceptance; acceptance emails, denial emails, waitlist emails, interview invitations, etc.
• Track completed applicants and send invitations for interviews.
• Manage all applications and admissions for the Non-Degree Seeking Program from prospective student to enrolled student.
• Work to ensure consistency, continuity and efficiency of advisement, as well as admissions policies and procedures at all times.
• Manage campus visits program: scheduling visits, managing student tour guides, candidate advisement following tour, recording data related to campus visits/tours.
• Collaborate with Dean of Academic Affairs and the Associate Dean of Nursing and other stakeholders to plan, direct, and host candidate interview sessions.
• Other duties as assigned.

REQUIRED CREDENTIALS/QUALIFICATION

• Bachelor’s Degree in higher education or related field; Master’s Degree preferred.
• A minimum of four years’ relevant experience; preferably in a leadership position.
• Proven, results-orientated experience with a strong track record of success.
• Excellent organizational, time management, writing and communication skills, as well as analytical skills.
• Strong computer literacy and proficient in database management.
• Sound knowledge of the policies, guidelines, and legislation concerning student records.
• Expertise in analyzing and optimizing operations and processes, devising policies, and creating and executing new strategies and procedures.
• Proficiency with student records software and the ability to manage software system implementations, integrations, and migration.
• Demonstrated skills in leadership, communication, and management, development, and assessment of people, programs, projects, and initiatives in an Admissions, Records & Registrar’s office.
• Ability to complete complex projects and make forward progress on strategic initiatives.
• Ability to use data to support curricular planning and implementation, institutional improvement, and the development and implementation of strategic initiatives.
• Proficient in the management of student information systems (Campus Cafe in particular) and learning management systems.
• Demonstrated ability to analyze data and information in making decisions, problem solving, and formulating policies.
• Bilingual, English/Spanish preferred.
• Requires minimal to no supervision.
• Strong interpersonal skills and ability to work effectively with a wide diversity of people.
• Ability to represent the organization and program with positive attitude and professional poise.
• Ability to work independently.
• Proactive self-starter with the ability to multitask and maintain focus in a fast-paced environment.
• Ability to maintain a high sense of confidentiality; FERPA and other student records standards.
• Knowledge of student records retention and/or destruction policies and procedures.
• Demonstrate professionalism, provide quality customer service, and maintain positive and effective working relationships with students, staff, faculty, and accreditation agencies.
• Excellent communication skills.
• Demonstrate ability to work well under pressure, react quickly and efficiently to unpredictable events.
• Dependable and punctual; ability to adhere to deadlines.
• Strong project management skills, attention to detail, maintain accuracy, set priorities, meet deadlines, and effectively manage multiple projects at one time.
• Advanced skills with Microsoft Office applications including, Word, Excel, PowerPoint, Teams, and the Internet.

The above is intended to describe the general conditions of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities and requirements.

PHYSICAL DEMANDS

Nature of work requires an ability to operate standard business office equipment. Requires ability to communicate and exchange information, collect, compile and prepare work documents, data reports, and maintain student files.

WORKING CONDITIONS

Majority of work performed in a general office environment. Position requires availability for extended hours plus non-traditional hours required to perform job duties. Also requires participation and attendance at organization sponsored events and meetings.

BENEFITS

• Medical
• Dental
• Vison
• Life Insurance
• Short Term Disability
• Long Term Disability
• 403b retirement saving plan

PAID TIME OFF

• Vacation
• Sick
• Personal
• Holidays

Instituto del Progreso Latino is an Equal Opportunity Employer