Associate Director, Professional Development Program Operations and Systems

University of Chicago • Chicago, IL

20h • $80,000 - $95,000

About The Position

Reporting to the Senior Director of Professional Development Programs and Registration, the Associate Director of Professional Development Program Operations and Systems leads strategic and operational efforts for a portfolio of non-credit professional development certificate programs. This role oversees centralized registration, student records, and student account operations; supervises program and registration functions; and ensures effective use of student information and learning management systems. As a subject matter expert, the Associate Director advises on operational strategy, policy interpretation, and system optimization to maintain accurate, compliant, and scalable program operations while delivering a high-quality student experience from enrollment through completion. Functioning with minimal oversight, the Associate Director develops, implements, and refines processes that support the full program lifecycle, including student onboarding, registration, course delivery, and program completion. Working closely with academic and administrative partners, the role improves workflows, strengthens system usage, and enhances communication and operational support to benefit both students and instructors. By balancing strategic planning with hands-on management, the Associate Director ensures that professional development programs are delivered consistently, compliantly, and in support of program growth and student success.

Requirements

• Minimum requirements include a college or university degree in related field.
• Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Nice To Haves

• Bachelor’s degree in a relevant field. Graduate degree strongly preferred.
• Progressively responsible experience in higher education administration, professional education, or a related complex organizational environment.
• Demonstrated experience overseeing program operations, student services, or registration-related functions.
• Supervising staff and providing functional leadership, coaching, and performance management.
• Proven ability to manage complex workflows, competing priorities, and high-volume processes in a deadline-driven environment.
• Partnering effectively with cross-functional stakeholders such as finance, HR, IT, bursar, and academic or instructional teams.
• Demonstrated success leading process improvement initiatives, documentation, and staff training.
• Working with student information systems, registration platforms, CRM tools, or learning management systems.
• Familiarity with FERPA, student records management, and compliance-related processes.
• Familiarity with VA education benefits strongly preferred.
• Understanding of non -credit registration and student information systems, such as Lifelong Learning Extended Education f/k/a Destiny One or similar platforms.
• Skilled in CRM tools including Slate or similar platforms, and learning management systems such as Canvas.
• Proficient in Microsoft 365 and related productivity tools.
• Strong organizational and project management skills, with attention to detail and follow-through.
• Demonstrated ability to exercise independent judgment and make sound decisions in complex, high-stakes, or ambiguous situations.
• Analyze data and reports to support operational planning and continuous improvement.
• Exceptional written and verbal communication skills, including the ability to explain policies and processes clearly to diverse audiences.
• Demonstrated commitment to student service, equity, inclusion , and a high-quality learner experience.
• Operate with a high degree of independence while contributing effectively within a collaborative leadership team.

Responsibilities

• Provides strategic leadership and independently oversees operations for program management, registration, and systems that support professional development programs.
• Serves as the primary operational authority for program and registration systems, making decisions on process design, system configuration, and workflow optimization.
• Supervises, mentors, and evaluates staff responsible for program management and registration operations, exercising discretion in performance management, workload allocation, and priority setting.
• Establishes clear operational procedures and performance expectations to ensure consistent and high-quality service delivery.
• Develops and delivers training programs to ensure staff proficiency in student information systems, registration platforms, and related operational tools.
• Monitors system usage and operational workflows to ensure accurate data management and effective use of institutional systems.
• Identifies operational inefficiencies and leads the design and implementation of solutions, exercising independent judgment in prioritizing and executing improvements.
• Collaborates with internal departments and external partners to support institutional initiatives and improve the overall student experience.
• Evaluates, assigns, and prioritizes tasks to ensure operational effectiveness and timely completion of program and registration activities.
• Supports system upgrades, workflow changes, and the implementation of new technologies that improve registration and program administration.
• Develops documentation and internal guidelines that standardize processes and support staff training and continuity of operations.
• Provides strategic oversight of registration operations and student account processes to ensure accurate enrollment management, financial compliance, and effective student communication.
• Oversees the administration of registration processes, including individual and group enrollments, course changes, withdrawals, and related updates within the student information system.
• Ensures the accurate processing of tuition charges, discounts, billing adjustments, and refunds in accordance with institutional policies.
• Maintains the accuracy, integrity, and confidentiality of student records in compliance with FERPA and University policies.
• Serves as the primary escalation point for complex or sensitive registration, billing, or enrollment issues, exercising independent judgment to resolve matters and establish precedent where appropriate.
• Interprets and applies U niversity financial policies, PCI standards, and audit requirements, making informed decisions in situations requiring discretion.
• Oversees reconciliation and reporting processes related to registration and tuition transactions.
• Partners with Finance, the Bursar’s Office, and Benefits Offices to ensure accurate and timely transfer of funds associated with tuition payments, benefits, or other financial arrangements.
• Monitors registration and payment workflows to ensure operational accuracy and timely student communication regarding enrollment and billing matters.
• Uses in-depth knowledge and experience to administer the delivery of services to program participants and/or beneficiaries such as communicating with programs sponsors and academic advising for undergraduate students.
• Develops and communicates program priorities and performance standards and assesses operations using these criteria.
• Plans and conducts quality assurance reviews and recommends changes as appropriate.
• Performs other related work as needed.

Benefits

• The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook .

What This Job Offers

• Job Type: Full-time
• Career Level: Director
• Number of Employees: 5,001-10,000 employees