Department
ARTS and SCIENCES; DEAN (BL-ARSD-IUBLA)
Department Information
The College of Arts and Sciences is the largest academic unit at Indiana University (IU) Bloomington. It is composed of more than 40 departments and more than 50 centers, programs, and institutes. This includes the Eskenazi School of Art, Architecture, and Design, the Hamilton Lugar School of Global and International Studies, and The Media School. Faculty in the college teach over 50 percent of the IU (Bloomington) credit hours in more than 80 buildings on the Bloomington campus.
The college's Office of Undergraduate Curriculum, Policy, and Records (OUCPR) manages all aspects of the college's undergraduate curriculum, including academic programs (majors, minors, certificates, etc.), courses, academic policies, the College Bulletin, student records, special programs, and curricular information systems and reporting.
Job Summary
Department-Specific Responsibilities
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Serves as an Assistant Director of the Office of Undergraduate Curriculum, Policy, and Records (OUCPR) in the College of Arts and Sciences, which includes the departments and programs in the core College as well as the Eskenazi School of Art, Architecture and Design; the Hamilton Lugar School of Global and International Studies; and The Media School.
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Performs as a member of the Student Records and Services (SRS) Team within OUCPR and, along with the Sr. Assistant Director for Student Records and Services, coordinates the daily operations of the members of the SRS team.
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Collectively, the SRS team manages the academic records of and provides direct services to the approximately 14,000 active and inactive students pursuing 1 or more of the over 400 undergraduate academic programs offered by the College in addition to serving students pursuing degrees outside of the College in matters related to the campus General Education curriculum.
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Performs many of these services directly, the position is responsible for daily monitoring of output among Records Services Representatives, intervening when errors occur and supporting Records Services Representatives on improved practices, assisting with the design and maintenance of onboarding materials as well as procedural documents to ensure compliance with policies, that sensitive deadlines are met, and that resources are deployed efficiently and effectively.
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Maintains the academic records of students pursuing undergraduate academic programs in the College. Ensures the accuracy of the records and that they are maintained in a way that is compliant with College and University policies and procedures as well as state and federal laws and regulations.
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Updates student record data in multiple information systems.
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Verifies academic program requirements have been satisfied and notifies students and academic advisors about deficiencies that impact a student's ability to graduate.
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Processes routine student requests submitted through electronic and paper forms as well as academic program exceptions that have been approved by academic units and the Assistant Dean for Undergraduate Education/Director of OUCPR.
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Responds to student questions and concerns via phone, email, and in-person visits to the office.
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Implements processes that involve higher stakes than the more routine tasks performed by all staff members. This includes special credit processing, reviewing students for foreign language requirement exemptions, and assisting the Sr. Assistant Director with the conferring of degrees and academic honors. Responds to student complaints and other concerns about delivery of services. Works with OUCPR leadership and other office staff to evaluate whether quality of service and output goals are being met and helps develop plans to address areas where outcomes are not being met. Assists in the planning and writing of communications related to student records and services.
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Works with OUCPR leadership and other office staff to evaluate whether quality of service and output goals are being met and helps develop plans to address areas where outcomes are not being met.
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Provides guidance and oversight to 4 full-time recorders. Ensures coverage of core service functions and areas within SRS and that daily/weekly goals are being met.
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Consults with the Sr. Assistant Director about temporarily reassigning responsibilities when necessary to meet service/project needs and then implements changes accordingly. Acts as team leader when the Sr. Assistant Director is unavailable. Assists the Sr. Assistant Director in creating and implementing internal documentation to reflect current and revised processes. Audits systems and SRS staff output to ensure policies and procedures are being followed and that systems are functioning as expected, reporting any identified areas where changes are needed to the Sr. Assistant Director and assisting with the implementation of changes as determined by the Sr. Assistant Director or OUCPR leadership.
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Collaborates with OUCPR staff and other stakeholders across the College and campus on special projects related to student records and services.
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Represents OUCPR on College and campus committees, as appropriate.
General Responsibilities
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Develops and implements programs and initiatives that touch on various/multiple student-related goals, such as enhancing and reinforcing academic engagement and experiential learning; increasing student engagement, wellness, and involvement; fostering learning, inclusion, and development; supporting students in crisis and adversity; and improving the student campus experience.
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Interfaces directly with students by attending student programming events, advising student organization leaders, meeting 1-on-1 to discuss areas of concern on campus, and gathering satisfaction feedback from student participants to implement into future student services initiatives and objectives.
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Collaborates with staff in own department and other departments, as well as academic and campus leaders, on shared student services goals, often coordinating funding to sponsor student programs and initiatives.
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Projects outcomes for services offered at the program, department/division, or campus level. Measures and evaluates effectiveness of student services against projected outcomes; regularly prepares reports on impact to students and budget and may present to stakeholders on effectiveness and to secure funding for initiatives moving forward.
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Serves on committees and performs student services research across the field of higher education and at peer institutions to identify and recommend best practices.
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Plans and coordinates communications for student services initiatives to ensure student participation and engagement.
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May provide guidance to other student services staff; makes process recommendations to manager for improved delivery of service.
Qualifications
Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.
EDUCATION
Required
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Bachelor's degree in higher education student affairs, public affairs, counseling, social work, education, business, or related field.
Preferred
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Master's degree in related field.
WORK EXPERIENCE
Required
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2 years in student services, higher education, or related field.
Preferred
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2 years of office experience, preferably in an academic environment.
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Experience with registration or other registrar-related record keeping functions preferred.
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Management experience is highly desirable
SKILLS
Required
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Proficient communication skills.
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Maintains a high degree of professionalism.
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Demonstrates time management and priority setting skills.
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Demonstrates a high commitment to quality.
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Possesses flexibility to work in a fast paced, dynamic environment.
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Seeks to acquire knowledge in area of specialty.
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Highly thorough and dependable.
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Demonstrates a high level of accuracy, even under pressure.
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Demonstrates ability to maintain confidential information.
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Demonstrates customer service skills.
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Ability to build strong partnerships with students and other university departments.
Preferred
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Ability to be very detail oriented with a strong emphasis on accuracy.
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Ability to juggle multiple tasks and work with a wide range of people.
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Ability to work collaboratively with other departments, staff members and effectively with our students, faculty and administrative staff.
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Strong analytical, technical and problem-solving skills.
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Ability to maintain student confidentiality.
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Ability to be a proactive team player with a strong service orientation and a strong work ethic.
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Knowledge of IU and College data systems.
Working Conditions / Demands
This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.
Work Location
Bloomington, Indiana
This is an in-person position
Advertised Salary
$47,000 - $51,000 Annually
Benefits Overview
For full-time staff employees, Indiana University offers a wide array of benefits including:
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Comprehensive medical and dental insurance
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Health savings account with generous IU contributions
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Healthcare and dependent care flexible spending accounts
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Basic group life insurance paid by IU
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Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death and dismemberment insurance
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Base retirement plan with generous IU contributions, subject to vesting
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Voluntary supplemental retirement plan options
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Tuition subsidy for employees and family members taking IU courses
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10 paid holidays plus a paid winter break each year
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Generous paid time off plans
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Paid leave for new parents and IU-sponsored volunteer events
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Employee assistance program (EAP)
Learn more about our benefits by reviewing the IU Benefit Programs Brochure.
Job Classification
Career Level: Career
FLSA: Exempt
Job Function: Student Services
Job Family: Student Services Generalist
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Posting Disclaimer
This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.
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