The Associate Director of Student Records is part of the Student Programs Office of the Owen Graduate School of Management and works closely with the Office of the University Registrar at Vanderbilt University. Reporting to the Director of Student Programs, this position leads a dynamic and collaborative partnership between Owen and the Office of the University Registrar, collaborating frequently with campus partners across Vanderbilt University.
The Associate Director of Student Records will serve as a member of the Owen Student Programs Office and be part of the Vanderbilt student records community, as facilitated by the Office of the University Registrar. This position serves as the liaison between the unique student records service's needs - including registration, curriculum planning, scheduling, permanent record maintenance, and monitoring of grades - of the Owen Graduate School of Management and the functional capabilities of the Office of the University Registrar. The position is primarily responsible for the success of the student records function within the Owen Graduate School of Management.
The Student Programs Office in the Owen Graduate School of Management is both student-centered and forward-facing, advocating directly for students as they navigate the Vanderbilt Business experience. This team of dedicated professionals works to ensure that the student experience is engaging, rewarding, and exceedingly positive across all academic programs. The Student Programs Office supports all students - from Orientation through Commencement - so that they can make the most of Owen's rigorous and robust academic curriculum, sound and professional academic advising, and impactful engagement in student organizations and activities.
The Office of the University Registrar supports the mission of Vanderbilt University by serving the needs of Vanderbilt's college and schools, the faculty, current and former students, staff, and the general public in accordance with Vanderbilt's academic policies and procedures. This office is committed to providing timely, accurate, and efficient service, and is dedicated to ensuring the integrity, confidentiality, and security of Vanderbilt education records.
Duties and Responsibilities
Owen Graduate School of Management: Student Programs Office
Fully engage and master the curricula and academic policies of the Owen Graduate School of Management
Produce and maintain process documentation, and operational and communication calendars for Owen
Analyze and produce data-driven reports for the Owen Office of the Dean and Marketing & Communications Office
Produce GPA Reports during each module to identify students of concern with academic deficiencies, as well as to determine scholarship awards and eligibility for Owen Honors and Graduation awards
Coordinate academic record-keeping for the Owen Graduate School of Management
Oversee the Owen content for the University Graduation Program; create and manage the program production for the Owen diploma awarding ceremony
Devise and implement the exam schedule for each mod, and form student teams for MBA core courses, interacting with the relevant faculty to do so effectively
Lead annual comprehensive update of Owen Course Catalog, including editing and final approval of proofs
Serve as the primary resource for interactions with Veterans Affairs, including curriculum verification, approving schedule changes, reviewing transcripts from military academies for transfer credit, monitoring and enforcing policy updates with University Compliance officer, troubleshooting unusual circumstances, and managing customized Core registration
Participate in, and assist with, the planning and execution of large-scale events coordinated through the Owen Student Programs Office including, but not limited to, Orientation and Commencement
Assist the Owen Student Programs Office and Office of the University Registrar with any duties or projects as assigned.
Participate in strategic planning. Collaborate on change management initiatives and communicate and implement change within the Owen Graduate School of Management
Responsible for overseeing the ongoing maintenance and review of the Owen student records website, and other information related to Owen's student records area.
Regularly attend appropriate staff meetings - for the Owen Student Programs Office and the Office of the University Registrar - and participate in professional organizations to stay current with professional standards, and to be exposed to developments in registrar-related services in the profession and within the business school community.
Report and track production issues of Owen student records services-related technology and manage through to resolution, including the initial investigation of reported problems, testing of fixes, and implementing and communicating fixes.
Engage in policy and process review and reengineering exercises
Facilitate collaboration and encourage knowledge and process sharing within and between the Owen Student Programs Office and the Office of the University Registrar.
Bachelor's degree is necessary.
3-5 years of experience in higher education is necessary. Experience within a registrar function or other higher education enrollment unit is preferred.
Commitment and understanding of the importance of attention to detail and meeting deadlines
Demonstrated alignment with Owen's institutional philosophy and mission of delivering personal scale to all constituents
Ability to foresee issues affecting Owen and offer proactive solutions ahead of time
Experience with change management in a higher education setting
Knowledge of federal policies and professional standards in the area of student records
Experience with maintaining compliance with established record release procedures, including the Family Educational Rights and Privacy Act (FERPA)
Experience with service delivery utilizing an enterprise student information system
Experience with applying new technologies to deliver service enhancements and efficiencies
Excellent written and verbal communication skills
Excellent interpersonal skills and the ability to work effectively with faculty, staff, students, and administrators in a diverse community
Ability to identify and resolve complex problems calmly, quickly, and in a professional manner
Commitment to Equity, Diversity, and Inclusion
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
Internal Number: 10000293
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.