Associate Director Records and Registration

UIOWA•Iowa City, IA

14h•Hybrid

About The Position

The Associate Director of Records and Registration leads College of Engineering operations for undergraduate registration, academic records, curricular information, and degree progression. In partnership with academic departments and the Office of the Registrar, the role coordinates consistent processes, resolves complex matters within delegated authority, and supports accurate academic information and timely graduation. As a member of the Engineering Student Success Team (eSST), the position also provides academic advising and leads designated initiatives for transfer students, study abroad, and College of Engineering commencement. The role collaborates across campus to improve services, student transitions, and operational efficiency. The position is eligible for hybrid work within Iowa. A work arrangement form is required upon starting, arrangements are reviewed annually, and remote work must comply with applicable university remote-work and employee-travel policies. The Associate Director coordinates collegiate registration and enrollment procedures; manages enrollment processes for college-owned ENGR courses; supports degree evaluation, graduation verification, curricular updates, transfer equivalencies, and commencement; and provides undergraduate advising and transfer-transition support. The role also serves as the College’s Study Abroad liaison, oversees collegiate undergraduate records and catalog content, coordinates tuition exceptions and classroom assignments, supports registrar-related systems and data analysis, monitors assigned budgets, and represents the College in operational partnerships. The position provides functional leadership and training, establishes shared workflows and cross-training, and may supervise records and registration staff if assigned. The position requires a master’s degree or an equivalent combination of education and experience. Applicants must submit a resume and cover letter. The role is a regular salaried position, pay level 5A, located in Iowa City, Iowa. Successful candidates must self-disclose conviction history and undergo criminal background and credential/education verification; five professional references will be requested later in the recruitment process.

Requirements

Master’s degree or an equivalent combination of education and experience.
Demonstrated knowledge of process management and continuous improvement, including the ability to analyze, maintain, and enhance systems, records, or operational workflows, typically demonstrated through 1–3 years of relevant experience.
Extensive experience using or supporting computerized information systems and applying complex policies with accuracy and sound judgment.
Demonstrated ability to analyze operational issues, coordinate cross-functional solutions, document procedures, and improve processes involving high volumes of records or transactions.
Demonstrated ability to communicate effectively and build collaborative relationships across functional areas, organizational levels, and stakeholder groups.
Demonstrated commitment to confidentiality, information integrity, service excellence, and a welcoming and respectful environment.
Resume and cover letter are required for interview consideration.
Successful candidates must self-disclose conviction history and undergo a criminal background check and credential/education verification.

Nice To Haves

Familiarity with University of Iowa academic policies and systems such as MAUI, UI Planner, degree audit, Catalog, or Workflow.
Experience with curriculum or registration coordination, degree progress, transfer student support, commencement, staff training, or process improvement.
Experience providing functional leadership, training, process management, or supervision in a complex, decentralized academic environment.

Responsibilities

Coordinate collegiate registration procedures, university policies and deadlines, and complex enrollment requests requiring collegiate authorization; implement approved actions within delegated authority and escalate exceptions as appropriate.
Manage scheduling and enrollment for college-owned ENGR courses, including offerings, seat capacity, waitlists, prerequisites, and schedule adjustments.
Partner with Engineering departments and University offices to address course-access concerns, recommend scheduling solutions, and promote consistent registration practices.
Review degree-audit discrepancies and coordinate their resolution with academic departments and the Office of the Registrar; support degree evaluation and graduation verification while recognizing that the Registrar retains final conferral responsibility.
Serve as the college liaison for centrally processed degree-audit exceptions and approved curricular requirement updates; coordinate documentation, guidance, and process improvements.
Coordinate implementation of approved transfer-course equivalencies and academic eligibility verification with designated departments and University offices.
Lead planning and execution of College of Engineering commencement ceremonies, including logistics, communications, and coordination with collegiate and University partners.
Provide individual and group academic advising to undergraduate engineering students, including an assigned advising caseload and participation in summer and winter orientation.
Lead collegiate transfer orientation, advising, and transition support; collaborate on community college articulation agreements and transfer pathways.
Serve as the College’s Study Abroad liaison, promote opportunities, and coordinate course evaluation and credit approval with academic departments and campus partners.
Coordinate semesterly departmental drop-in advising days and collaborate with colleagues to support consistent, accessible academic guidance.
Oversee accuracy, maintenance, and appropriate stewardship of collegiate-level undergraduate academic records and approved curricular or policy changes.
Coordinate collegiate content for the University General Catalog, ENGR course information, and official sample plans with academic departments, ensuring alignment with university curriculum timelines and deadlines.
Maintain clear records procedures, documentation, and FERPA-compliant information-sharing practices for collegiate operations and accreditation needs.
Coordinate the first-year engineering tuition exception process and respond to collegiate tuition questions in partnership with offices holding financial and policy authority.
Coordinate scheduling and effective use of college-controlled instructional rooms, computer laboratories, and specialized spaces with academic departments and University Classrooms.
Collaborate with Classroom Scheduling, academic departments, and collegiate leadership to support efficient use of general assignment instructional spaces, course scheduling, and enrollment needs.
Serve as a collegiate functional resource for registrar-related systems, including MAUI, UI Planner, degree audit, Catalog, and Workflow; coordinate approved system changes and process documentation.
Work with the College of Engineering Data Manager, collegiate leadership, and campus partners on reliable data, reports, and process improvements supporting scheduling, degree progression, accreditation, and planning.
Collaborate with University partners to identify appropriate uses of University-approved AI, automation, and emerging technologies to improve services while protecting student information.
Monitor assigned records, registration, and commencement budgets and recommend resource and service improvements consistent with university guidelines.
Represent the College in operational partnerships with the Office of the Registrar and campus committees; coordinate guidance and training for departmental colleagues.
Establish shared workflows and cross-training, provide functional leadership, and supervise records and registration staff if assigned.