Assistant Director of Admissions Records, Enrollment Services - State (Hybrid)

University of Texas Medical Branch (UTMB)•Galveston, TX

4d•Hybrid

About The Position

Provides organizational and supervisory skills in the effective management of the daily operations in admissions and records processes for the John Sealey School of Medicine (JSSOM). Serves as primary backup to and assume all supervisory duties of Associate Director in their absence. Serves as the SEVIS Principal Designated School Official (PDSO) managing SEVP compliance, overseeing international student recruitment, admissions, I-20 issuance, and SEVIS records.

Requirements

Bachelor’s degree
3 years of experience in admissions, records or registration management in higher education environment

Nice To Haves

5 years of experience in admissions, records or registration management in higher education environment, including supervision of staff and management of operations.
5 years of experience working in medical education.

Responsibilities

Work with Director of Admissions and Records to develop, manage and evaluate the daily operations, including business processes and workflow management.
Serve as the primary backup to the Associate Director in their absence.
Provide direction, leadership and daily management to support staff and be responsible for day-to-day operations to ensure that application, registration and records processing is accurate and timely.
Work with the Director to evaluate the admissions staff, develop annual goals and objectives and provide direction and support as needed to ensure the mission and goals of the department are met.
Act as liaison in the admissions, registration and records process for UTMB schools following federal and state guidelines and to ensure quality customer service, open communication and support to Student Affairs Offices, Admissions Committees, and Academic Offices.
Effectively communicate, both verbally and in writing, with staff, applicants/students, departmental contacts and outside entities regarding admission, registration and records related matters.
Proactively resolve applicant/student issues and articulate, explain and/or take action to meet the needs of the student/customer.
Coordinate the coding and monitoring of Texas Core Curriculum and prerequisite course validation and perform final audits on records of accepted students to assure all matriculation requirements have been met.
Responsible for the daily processing, maintenance, and oversight of the records and registration processes. This includes but is not limited to: Class Schedule Maintenance, Term Activation, Program Maintenance, Plan Maintenance, Enrollment, Add/Drop Enrollment Withdrawals, Term Withdrawals, Enrollment Cancellations, Term Cancellations, Grades Posting, Grades Approval, Transcript Text, Academic Probations, Leave of Absence, Degree Audits, Enrollment Verifications, Degree Verifications, Official Transcripts, etc.
Assist with the administrative oversight of the curriculum and related courses. and overseeing policies and procedures as they relate to curriculum.
Manage session and course building for the JSSOM.
Perform final review of degree audits to ensure students have met all graduation requirements.
Assist with the creation and maintenance of degree plans for all five schools.
Assist with records and registration reporting on both the state and federal level to ensure accuracy and timely completion, as required by all laws and regulations including UT System Regulations and federal and state laws and regulations.
Assist with creation and maintenance of academic advisement reporting.
Ensure the institution follows all Student and Exchange Visitor Program (SEVP) rules, including updating the Form I-17, issuing I-20s, maintenance of status, employment authorization (CPT and OPT), travel requirement, and fulfilling reporting requirements.
Supervises other Designated School Officials (DSOs) and verifies their roles annually and manage SEVIS access and data for the institution, with higher-level privileges than a standard DSO.
Develop strategies for international student enrollment and ensure proper processing of applications, evaluating transcripts and financial documents.
Provide comprehensive support and advice to international students and scholars on immigration matters, policy, and university resources.
Adheres to internal controls and reporting structure.
Performs related duties as required.