Assistant Director, Registration & Records Ssom

Assistant Director, Registration & Records SSOMThank you for your interest in Loyola University Chicago.
Position DetailsJob Title: ASST DIR REGISTRATION & REC
Position Number: 8150166
Job Category: University Staff
Job Type: Full-Time
FLSA Status: Exempt
Campus: Maywood-Health Sciences Campus
Department Name: STUDENT AFFAIRS
Location Code: STUDENT AFFS-REGIS & RECORDS (06412E)
Is this split and/or fully grant funded? No
Duties and ResponsibilitiesOffice Administration Oversees two Registration and Records coordinators in daily completion of job responsibilities.Develops and creates academic schedules and audits schedules.Oversees the cyclical flow of the office.Explains and enforces policies for access to student records in accordance with FERPA.Budgets & Financial Oversee daily Marketplace payments and submits deposits to Accounts Payable.Manage Elective Registration Manages student elective registration process.Provides expert guidance on the use of the Visiting Student Learning Opportunities (VSLO) by students and Registration Coordinator.Constructs, maintains, and audits clinical schedules; reconciles problems.Assists the Registration Coordinator in processing incoming visiting students.Oversee Student Compliance with Graduation Requirements Ensures student course enrollment is in compliance with graduation requirements.Conducts Graduation requirement audits at least twice per year (~340 p/yr) for advising purposes, followed by 170 final audits to certify graduation eligibility.Administer Clerkship System Creates third- and fourth-year clerkship assignment track system.Conducts third and fourth-year clerkship schedule assignment lotteries.Coordinates adds and drops with appropriate clinical teaching departments.Enters clinical/site assignments into the database.Updates, audits, maintains required clerkship rosters, and keeps waiting lists to meet demand without exceeding roster capacity.Facilitates schedule/clerkship trades and changes.Grade Administration Supervises the on-time completion of all assessments and evaluations for SSOM students.Analyzes performance evaluation narrative assessments in relation to grades; identifies inconsistencies or issues; reconciles problems with teaching departments.Troubleshoots problems with online systems; collaborates with the Office of Informational Technology Services (ITS), IT programmers, and database analysts.Trains new staff and faculty on the Elective Administration system.Assists the Registration Coordinator in the retrieval of missing grades and reconciles problems with teaching departments.Interface with Students Explains registration policies and procedures.Explains and interprets academic policy.Provides guidance to third and fourth-year students regarding schedules that will allow them to graduate on time as well as interview competitively in their M4 year for residency positions.Provides assistance to students with special scheduling issues, e.g., needing to repeat or remediate any graduation requirements including USMLE exams.Discusses schedule plans and graduation requirements.Database and Website Administration Participates in development of student database system. Interfaces with programmer/analysts in the Information Technology Services (ITS) to create/correct and update database applications, develop new reporting systems, and troubleshoot database problems.Maintains updated statistical data on student demographics in both the Student Academic Registration & Records System (STARRS) and AAMC's Student Records System (SRS).Participates in the maintenance and ongoing development of internal portal applications such as the Student Grading System, Elective Administration, the Educational Dashboard, and STARRS.Maintains corresponding student records in LUC's LOCUS database used for billing and financial aid.Maintains and updates clinical elective online catalog in consultation with teaching department faculty and chairpersons and with Loyola University administrators and staff.Validates incoming first-year student biographical and previous education data. Updates college attendance dates.Enters graduation data (diploma name, cum laude status, etc.) into database.Creates ad hoc reports based on administrative/faculty needs.Maintains the Stritch ORR website including the elective catalog and academic calendars through the university's TerminalFour (T4) system.Interface with Loyola and extramural site administrators, faculty, and staff Supports Student Affairs Deans in the creation of Medical Student Performance Evaluations (MSPEs), including responsibility for and maintenance of the bottom-line spreadsheet.Explains Registration and Records, grading, and academic policies and procedures to basic science and clinical teaching faculty and staff.Maintains updated elective catalog course offerings; solicits updates from department. Interfaces with the Curricular Year Deans to approve and finalize elective offerings.Interfaces with Institutional Research regarding enrollment for National Student Loan Clearinghouse reports.Annual Report Creation Creates elective catalog once per year for upload into VSLO (Visiting Student Learning Opportunities).Creates end of third year and end of fourth year class rank reports.Creates and distributes alumni forwarding address list.Assists Director in completing annual Liaison Committee on Medical Education (LCME) report.Prepares statistical reports on enrollment.Creates annual Match list and Match statistics.Assists in creation of graduation program.Assist/Provide Back-up to Director of Registration and Records Assists Director in creation of academic calendars and timetables.Assists Director as needed with creation of reports and statistical data, student progress, etc.Assists Director with data entry of enrollment in university's Loyola's Online Connection to University Services (LOCUS) system.Assists Director in managing and overseeing records retention, including use of DocFinity.Meets with the University's Commencement Team in conjunction with Student Life, on some facets of the ceremony.Reviews and edits Commencement booklet.Medical Student Performance Evaluation (MSPE) Creates statistical reports used in the cover sheet.Interfaces with ITS to incorporate changes to the MSPE and to troubleshoot the application, if necessary.Assists with uploading the finalized MSPE for each M4 student applying for residency positions.Perform other duties as assigned.Minimum Education and/or Work ExperienceMaster's degree in relevant area preferred with 5-10 years of related experience in higher education setting.
QualificationsMinimum Education:
• Required: Bachelor's Degree
• Specify Degree(s) Preferred: Records management, education, information technology

Minimum Experience:
• Required: 3-5 years of previous job-related experience
• Details: Experience in a higher education environment preferred
• Managerial experience: 3-5 years
Computer Skills• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Word

Preferred: Experience with PeopleSoft, Crystal Reports, and/or equivalent academic software applications.
Supervisory ResponsibilitiesYes
Physical DemandsLifting
Working ConditionsHeating
Open Date10/23/2024
Special Instructions to ApplicantsDiversity and Inclusion Statement
Diversity, Equity, and Inclusion: As one of the nation's largest Jesuit, Catholic universities, Loyola University Chicago fosters a transformative cultural experience that honors diversity, equity, and inclusion. We are committed to not only recruiting, but also retaining a diverse, mission-driven workforce and enabling a culture of inclusiveness in an environment that values service excellence, stewardship, personal well-being, and professional development for all of our employees. Loyola University Chicago supports its staff and faculty with a wide array of affordable, comprehensive, and competitive benefits centered on health and wellness, financial security, equity, and work-life balance. We actively seek those who wish to join our faculty, staff, and students in a community of diverse opinions, perspectives, and backgrounds supporting our Jesuit mission and striving toward the same goal of being persons for and with others.
Quick Link for Postinghttps://www.careers.luc.edu/postings/29548

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