Registrar

POSITION SUMMARY: Reporting to the Director of Research, Registration, & Records, the Registrar is responsible for ensuring the integrity and accuracy of student academic records by managing the life cycle of academic progression through grading processes, receiving and processing all academic transcript requests, maintaining accurate and up to date degree/aim information in the Advising module, and managing all requests for changes to student demographic and personal data. The Registrar collaborates with the Director to build and maintain close working relationships with the Institute’s academic leadership in order for the Institute to be successful in reaching its enrollment, retention and graduation goals. The Registrar is the primary manager of the student records module of the Student Information System (Jenzabar); responsible for term by term set up, data accuracy, and continual evaluation of existing processes to ensure strategic direction. The Registrar also serves as the CTA U-Pass coordinator for the Institute as well as the official liaison with the Department of Veterans Affairs and the Department of Homeland Security. 

PRINCIPAL DUTIES:

1. Take ownership of the management of the Office of Records & Registration.
2. Collaborate with the Director of Research, Registration, & Records to prioritize, develop and implement the Institute’s strategic initiatives related to enrollment, retention and graduation of degree and certificate students.
3. Maintain and produce accurate and complete academic transcripts based upon guidelines set forth by the Family Educational Rights and Privacy Act (FERPA) and the American Association of Collegiate Registrars and Admissions Officers (AACRAO).  Receive and process all requests for official academic transcripts and all forms of student enrollment verification.
4. Responsible for institution wide compliance with the Family Educational Rights and Privacy Act (FERPA) as it pertains to student inspection and institutional and 3rd party dissemination of student information protected by FERPA. Responsible for annual notification to students of their FERPA rights and faculty training. 
5. Maintain and continually evaluate academic policies and procedures; coordinate with academic advising on the creation of standard degree planning worksheets for incoming and continuing graduate students.
6. Develop and recommend annual academic calendar, edit and produce the Student Handbook, and other forms and materials related to the registration and student records functions
7. Responsible for term-by-term development of course offerings in collaboration with departments and managing time-line for publication of course term catalog and all student centric registration materials
8. Work closely with faculty to ensure compliance with all Institute grading and grade change policies and procedures.
9. Manage the Institute’s relationship with the National Student Clearinghouse and ensure fulfillment of the Institute’s enrollment reporting obligations. 
10. Manage Jenzabar J1 Advising module. Maintain accurate and up to date advising trees and advising worksheets for all students.
11. In coordination with the Office of Advising, perform duties relating to the student graduation life cycle: graduation application, degree audits, student outreach, data collection, processing degree conferral.  
12. Maintain and enforce the department’s records retention policy in accordance with the Institute’s Records Retention Policy and Archive Purpose Statement.
13. Serve as the Institute’s certifying official to the Veterans’ Administration, as well as Designated School Official to the Department of Homeland Security for compliance with all F-1 student visa regulations and maintaining the Institute’s approval to enroll international students in F-1 status. 
14. Coordinate the Chicago Transit Authority (CTA) U-Pass program for the Institute.
15. Receive, evaluate and record student immunization information in the student information system and oversee all follow-up communications with students who do not meet Illinois state requirements for student immunization.  Submit annual reports to the State of Illinois regarding the school’s compliance.    
16. Create and implement data checks to ensure data accuracy across the student matriculation lifecycle.
17. Collaborate with the Marketing and Communications team to ensure accuracy of program pages on the Institute's public web site. 
18. In collaboration with faculty, coordinate administration of the comprehensive examination to graduating master’s students from application through recording and communication of examination results.
19. Serve as the Institute’s teacher licensure officer for the Illinois State Board of Education (ISBE).  In collaboration with the Director of Teacher Education, ensure appropriate communication and support for teacher candidates pursuing teacher licensure.
20. Serve as a liaison with Loyola University Chicago’s Graduate School for jointly awarded programs. 
21. Perform other duties as assigned.

DESIRED QUALIFICATIONS

• Bachelor’s degree required; master’s degree preferred
• 3+ years of experience in a higher education setting, preferably in registration and student records, academic advising or enrollment management.
• Demonstrated ability to foster collaboration across diverse groups of constituents, including students, faculty, academic advisors, alumni and other staff and partners
• Excellent written, oral and interpersonal communication skills 
• Knowledge of federal laws and professional best practices regarding privacy of student records

 PREFERRED HUMAN RELATIONS SKILLS

This position requires the use of business courtesy with the internal and external Institute community. A proven strong customer service orientation and a commitment to teamwork are critical for success.  The position requires outstanding interpersonal and communication skills with prospective and enrolled students, faculty, staff and Institute alumni. The position also requires the ability to speak before small and large groups and audiences.

About Erikson Institute

We are the premier early childhood development organization committed to ensuring that all children have equitable opportunities to realize their potential.

Erikson Institute’s graduate school uniquely prepares child development, education, and social work leaders to improve the lives of young children and their families. Our impact and influence are further amplified through our innovative academic programs, applied research, direct services in the community, and advocacy and policy and leadership. 

Erikson Institute is an equal opportunity employer. We consider all applicants for employment without regard to race, color, religion, national or ethnic origin, gender, gender identity, gender expression, sexual orientation, marital status, age, disability, veteran status, or any other classes protected by federal, state, or local laws. In addition, Erikson Institute provides reasonable accommodations to qualified individuals with disabilities in accordance with the Americans With Disabilities Act and applicable state and local laws (including during the application or hiring process).

To learn more, please visit our web site at www.erikson.edu