Manager, Registration and Enrollment Systems

University of Chicago•Chicago, IL

12h•Onsite

About The Position

Reporting to the Associate Director of Professional Development Program Operations and Systems, the Manager of Registration and Enrollment Systems oversees the systems and processes that support the entire student journey, from application through enrollment and payment, for all professional development programs. This role manages registration activities, maintains accurate student records, and administers the admissions CRM (Slate) to streamline application processing, communications, and reporting. This position also handles tuition transactions and payment systems, ensuring compliance with University financial and data policies. Working closely with internal departments and external partners, the position addresses enrollment issues, supports special student groups, and enhances workflows and systems to promote efficient, accurate, and student-focused program operations.

Requirements

Minimum requirements include a college or university degree in related field.
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Nice To Haves

Bachelor’s degree in a relevant field.
Previous experience working in higher education.
Three years of data analysis experience.
Background supporting or managing an admissions CRM (Slate).
Proficiency with Microsoft 365 and related productivity tools.
Proficiency with Slate and Lifelong Learning Extended Education (or other registration systems).
Familiarity with platforms such as Mailchimp, LinkedIn, Slate, Zoom, and ClickUp or similar systems.
Strong interpersonal and cross-cultural communication skills.
Anticipate and manage workload effectively during peak busy seasons while maintaining attention to detail.
Represent the unit and the University positively and professionally with stakeholders and in public settings.
Exhibit patience and flexibility in a fluid working environment.
Plan effectively and meet deadlines in a fast-paced environment.
Trustworthy with student, employee, and financial records.
Master internal University of Chicago systems.
Demonstrated commitment to student service, equity, inclusion, accessibility, and a high-quality learner experience.

Responsibilities

Manages the day-to-day processing of individual and group registrations, including course changes in the student information system; applies discounts, processes withdrawals, billing, and refunds; manages transcript requests; and handles related student account transactions and communications with students.
Maintains complete and accurate student records, while protecting confidentiality and upholding FERPA.
Reviews and approves new course-creation processes when appropriate.
Initiates and/or collaborates with colleagues on process improvements for reporting, registration, communications, and general operations.
Participates, facilitates, and/or implements training and development for any system upgrades.
Ensures timely, accurate, effective, and efficient student services and processes.
Works with staff to provide guidance to students and alumni, or consult with or refer inquiries to the appropriate office or staff as needed.
Communicates regularly with appropriate area staff to ensure that any special registration or payment arrangements with program staff or students are known and can be acted upon.
Communicates effectively with all internal and external UCPro audiences, including responding to all registration-related inquiries in person, by phone, and via email regarding processes, policies, and problematic enrollment issues, and facilitating their resolution.
Liaises with staff from other departments/units to coordinate services across multiple areas, including, but not limited to, the Office for Military-Affiliated Communities.
Complies with the Veterans Affairs governing body, as the University of Chicago’s liaison for accepting veterans’ benefits.
Regularly and effectively communicates the needs and challenges of current, new, and future programs to ensure that University offices and staff are adequately informed and prepared.
Advocates for programs and students, respecting the unique qualities and needs of both.
Proficient with and supports all payment processors and financial system integrations, including PayPal Manager, Stripe, and Oracle.
Ensures consistent application of policies and guidelines, including the handling of tuition funds.
Guarantees proper adherence to University cash and financial policies, with special attention to PCI compliance (credit card).
Applies tuition discounts for all special agreements.
Oversees the processing of all tuition income and deposits to program accounts.
Manages credit card processing and reconciliation.
Accurately transfers and reports deposits to the Bursar and the Finance Team.
Reviews and corrects tuition bills and overdue accounts.
Works closely with the University and UChicago Medicine Benefits Offices to transfer tuition remission funds for UCPro programs.
Reflects payments in the student information system record.
Accepts non-credit loan funds from approved lenders when remitted by students to cover program expenses.
Maintains the student application database (Slate or similar), the registration database, and paper files for admissions and enrollment, ensuring accuracy and completeness.
Provides technical and process-related support, addressing system and operational issues as they arise.
Leads the front-end operations for all admissions functions, acting as the subject matter expert for Slate.
Manages daily admissions operations and oversees Slate administration.
Provides strategic recommendations on Slate functionalities to enhance efficiency and optimize cross-functional team performance.
Manages the annual application/admission form edits process, makes recommendations for changes, and provides testing support to ensure accuracy.
Provides support in the development and implementation of admissions processes, best practices, and procedures.
Collaborates, as needed, with Marketing, Communications, and Enrollment Management in the set-up of one-time and automated email campaigns, content and message optimization, mobile-responsive email template creation and editing (HTML), list segmentation, deployment, and reporting using Slate mailings.
Interprets standards of performance for registration materials, transcripts and verifications, customer service, record keeping, and course/room scheduling.
Evaluates the performance of functions that are necessary for producing transcripts/verifications.
Validates enrollment records in the student information system.
Contributes to the creation of the course schedule and the assignment of classrooms.
Performs other related work as needed.