Director of Enrollment Services Operations
All members of the ArtCenter (or College) community are Guardians of Mission. Every position in the College plays an important part in carrying out the values, goals, strategic vision, and mission of the College.
The Director of Enrollment Services Operations supervises the day-to-day operations of the Enrollment Services Department, overseeing the technical systems utilized in support of the department’s successful operations as well as managing the team that implements registration, scheduling, graduation, and other essential departmental functions. Maintaining a student-centered focus, the incumbent will ensure the integrity of all student records and business processes while working to keep technical systems current and functioning seamlessly. This position will also serve as the College’s lead in planning and scheduling of classroom and instructional spaces. Working closely with the Executive Director of Enrollment Services and Registrar, the Director will also take on projects as assigned to ensure the successful operations of the department. This position also serves in the capacity of the Registrar in their absence, managing all infrastructure operations and additional projects and services.
- Bachelor’s degree in business management, education or related field from an accredited college or university
- Minimum three years of professional experience in enrollment services/records office/registrar’s office at a college or university
- Experience managing a team toward concrete goals and deadlines
- Good verbal and written communication skills, excellent organizational skills with attention to detail, precision and accuracy
- Familiarity with policies, procedures and regulations affecting student enrollment, student privacy, and FERPA
- Demonstrated skills and strong commitment to providing excellent service to students, faculty, chairs, and staff
- Proficient in Microsoft Office Suite and student information databases
- Ability to handle confidential information with tact and discretion and recognizes the confidential nature of ArtCenter business
- Demonstrated experience in and a commitment to diversity, and the ability to establish and maintain effective working relationships within ArtCenter’s diverse communities
- Experience working in an art and design school
- Experience and knowledge of Colleague
- Experience with Perceptive Content and EMS
Management of Administrative Operations — 65%
- Provide day-to-day management of the Enrollment Services office and staff, focusing on high standards of student service and integrity of student records and academic excellence, and maintenance of the Academic Calendar
- Oversee daily workflows with a focus on adherence to established procedures and development of new solutions as needed
- Oversee recruitment, hiring, orientation, training and supervision of department staff, student workers and contractors; oversee performance evaluation process, ensuring consistent use of all applicable policies and procedures; apply performance management for improved performance, make recommendations in discipline and terminations, as required.
- Provide overflow support to Associate and Assistant Registrars during busy times
- Manage the Enrollment Services inbox, utilizing the Assistant and Associate Registrars in answering student inquiries effectively and in a timely manner
- Oversee the processing of data and student information, including but not limited to e-forms, registration exception forms, change of major forms, and more
- Collaborate with ArtCenter’s Application Services department to keep business processes and systems current and running smoothly
- Ensures the security of student academic records and personally identifying student information, maintaining compliance with state and federal regulations, and implementation of data management processes.
- Build degree audits in Colleague (SIS) and coordinate publishing of revised and new curriculum on the ArtCenter website in a timely manner
- Oversee the Academic Standing process
- Manage the new course creation process
- Process independent/guided study requests
- Serve as an Academic Liaison for Undergraduate Education and Graduate Education working with the department chairs to create and modify course numbering, listings, and descriptions
Scheduling Operations — 30%
- Act as primary point of contact and liaison for all academic departments within the college on a range of complex issues related to scheduling of academic courses.
- Negotiate complex departmental needs and resolve conflicts as they relate to space use.
- Utilize the college’s Event Management Software “EMS” to schedule courses for three semesters per year.
- Provide ongoing training, support and trouble-shooting for individual academic department schedulers on all aspects of room assignment and reservations.
- Research and stay current on best practices, policies and procedures as they relate to academic calendars and room scheduling
- Build and maintain a master calendar for current and future years.
- Distribute current enrollment and schedules to academic departments throughout the registration period.
- Manage waitlists, adjust enrollment limits where appropriate, and distribute enrollment over multiple sections.
- Manage and respond to requests for ad-hoc use of classrooms and other instructional spaces.
- Analyze scheduling practices and formulate improvements to enhance space utilization.
Non-Essential Functions — 5%
- Represent the Office of Enrollment Services and office interests to the larger ArtCenter community at various meeting
- Maintain membership and active involvement in applicable professional organizations
- Other duties as required
Mandatory Duty to Report
All employees who know or have reason to know of allegations or acts that violate ArtCenter’s Title IX Policy prohibiting discrimination, harassment, retaliation, sexual harassment, sexual misconduct, sexual violence, dating violence, and stalking shall promptly inform the Director, Title IX Compliance and Programs, or designee or the Associate Dean of Students or designee. Faculty with a mandatory duty to report are required to disclose all information including the names of the parties, even where the person has requested their name remain confidential.
Pursuant to the California Child Abuse and Neglect Reporting Act (CANRA), all employees who know of or have reason to suspect child abuse or neglect involving alleged victims under age 18 shall promptly inform local law enforcement or the county welfare department.
Physical Demands and Working Environment
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
This is a full-time position. Normal business hours are Monday through Friday, 8:30 a.m. to 4:30 p.m. The position may require flexibility to work a staggered, remote or alternate schedule to meet the demands of the work, which could include weekends or evenings.
Environment: Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; interactions with other individuals. Due to the nature of the work environment, there is regular exposure to fumes, dust and noise.
Physical: The position is generally sedentary and the primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight (up to 20 pounds); to operate modern office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Must be able to travel between campuses and buildings.
Vision: Must be able to have the visual capacity to perform activities such as preparing and reading reports, viewing a computer terminal and other normal office work with or without correction.
Hearing: Must be able to communicate effectively in the course of normal office communication or exchange ideas with or without correction.
The above statements are intended to describe the general nature and level of work performed by the employee assigned to this job; they do not purport to describe all functions. Employees may be assigned other duties, and the essential functions may be changed from time to time as necessary.