Description

Position Title:
Assistant Director of Graduate Student Records and Student Services

Position Type:
Regular

Hiring Range:

$33.94 - $40.72, per hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:
Hourly

POSITION PURPOSE:

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.

ESSENTIAL DUTIES AND 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

GENERAL OFFICE SUPPORT

• 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.

OTHER RESPONSIBILITIES AS NEEDED

• Work closely with Sr. Assistant Dean on student services programming development.
• Other assigned duties as needed

PROVIDES WORK DIRECTION

• No supervision is applicable

GENERAL GUIDELINES

• Recommends initiatives and implements changes to improve quality and services
• Identifies and determines the cause of problems; develops and presents recommendations for improvement of established processes and practices
• Researches and develops resources that create a timely and efficient workflow
• Maximizes productivity through the use of appropriate tools; planned training and performance initiatives
• Maintains contact with customers and solicits feedback for improved services
• Prepares progress reports; informs supervisor of project status; and reports deviations from goals. Ensures completeness, accuracy and timeliness of all operational functions
• Prepares and submits reports as requested and required.
• Must be available to work occasional nights and weekends as requested for student services events.

QUALIFICATIONS

• 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. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred
• This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

knowledge:

• Thorough understanding of record-keeping in higher education
• General understanding of academia and higher education
• Skills
• 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

Abilities:

• 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

PHYSICAL DEMANDS

• The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets the skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
• Considerable time is spent at a desk using a computer terminal.
• May be required to travel to other buildings on the campus.

WORK ENVIRONMENT

• The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
• Typical office environment.
• Mostly an indoor office environment.
• Offices with equipment noise.
• Offices with frequent interruptions

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at https://www.scu.edu/title-ix/.

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please visit the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Consistent with its obligations under the law, Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities. Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team at hraccommodations@scu.edu or by phone at (408)554-5750.