Assistant Director of Graduate Student Records and Student Services

Santa Clara University • Santa Clara, CA

3d • $34 - $41

About The Position

The Assistant Director of Graduate Student Records and Services is an integral and collaborative team member of the Graduate Engineering Student Services team, reporting to, and supporting the Director of Records and Operations. This position supports a wide range of administrative duties related to student enrollment and graduation, as well as managing student services programs. The Assistant Director will deliver high-quality customer service to students, faculty/staff, departments, and other constituents via phone, email, and in person.

Requirements

• Bachelor's required, Master's preferred.
• 3-5 years relevant work experience in a service-oriented function, preferably in a university setting, records office
• 2-3 years of hands-on experience using Student database systems or a similar ERP system (Workday)
• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
• This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
• Thorough understanding of record-keeping in higher education
• General understanding of academia and higher education
• Exceptional organizational skills and attention to detail and accuracy
• Excellent oral, written and interpersonal skills
• PC proficiency required (including working knowledge of Microsoft Windows)
• High degree of customer service, both internal and external to the department
• Creative problem-solver
• Dynamic team player
• Demonstrated ability to manage multiple tasks
• Self-motivation and the ability to work independently with minimal supervision
• Ability to exercise sound judgment in a busy work environment
• Ability to handle confidential information
• Sensitivity toward people of diverse social, cultural and ethnic backgrounds
• Commitment to understand and support Santa Clara University’s distinctive Jesuit educational vision and willingness to model institutional values of competence, conscience, and compassion, in pursuit of its mission and goals

Responsibilities

• Assist in planning, development, and coordination of student services programs to help enhance the extra-curricular student experience
• Serves as the liaison to main university programs such as counseling, health services, career services, accommodation resources, international student services, etc.
• Oversee student academic advisor program, arranging cohorts, working closely with faculty and related departments
• Support the Director with detailed record keeping and document management for programs of study and graduation requirements tracking.
• Track student expected graduation dates and prepare and issue final degree letters quarterly
• Ensure compliance with federal, state and university policies; Manage Title IX compliance quarterly.
• Manage all graduate program events, including Student Groups, New Student Orientation and Graduate Dinner Celebration.
• Advise graduate student groups on a range of event planning issues, including, but not limited to, budgeting, funding resources, program planning, accessibility, University policy, community standards, AGES quarterly newsletter, etc.
• Coordinate and facilitate workshops, seminars and events aimed at promoting student engagement and academic success
• Schedule Graduate Leadership Council (GPLC) meetings and prepare materials when necessary.
• Work closely with Marketing and communications to maintain the Graduate Programs website content, ensuring that policies, forms and procedures are updated in a timely and accurate manner.
• Data reporting and analysis
• Review the Graduate Engineering Bulletin for accuracy.
• Create and accurately maintain student record files.
• Establish and maintain effective communication with engineering students, faculty and staff to foster a supportive and inclusive learning environment
• Manage and respond to student inquiries within the Graduate School of Engineering and the student AGES email accounts.
• Ensure compliance with SCU policies and procedures
• Provide excellent customer service to students, staff and faculty.
• Work closely with Sr. Assistant Dean on student services programming development.
• Other assigned duties as needed

Benefits

• Santa Clara University offers a comprehensive benefits package for benefit eligible employees with programs and resources designed to promote and sustain personal health care, well-being, and the financial objectives of our employees and families.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level