Assistant Director for Student Records and Services (Student Services Generalist)

The Chronicle Of Higher Education, Inc.; Bloomington (IN); On-site; USD 47,000 - 51,000; Full time

Benefits offered by this job

Medical and dental insurance

Tuition subsidy for IU courses

Paid holidays and time off

Job summary

Indiana University seeks an Assistant Director for the Office of Undergraduate Curriculum, Policy, and Records to lead the Student Records and Services team in the College of Arts and Sciences. You will coordinate daily SRS operations, maintain academic records for thousands of students and multiple programs, and ensure adherence to all required regulations.

You will guide the team, develop onboarding materials, and collaborate with college leadership on service quality and improvement plans.

Qualifications

• Bachelor’s degree in a related field (higher education, student services, or equivalent).
• Master’s degree preferred.

Responsibilities

• Oversee daily operations of the SRS team and coordinate with the Sr. Assistant Director.
• Manage academic records for ~14,000 students across 400+ programs.
• Ensure compliance with College, University, state, and federal regulations in record maintenance.
• Update student record data in multiple information systems.
• Respond to student inquiries via phone, email, and in person.

Skills

Proficient communication

Professionalism

Time management

Accuracy

Confidentiality

Customer service

Partnership building

Education

Bachelor's degree

Master’s degree (preferred)

Job description

Department

ARTS & SCIENCES; DEAN (BL-ARSD-IUBLA)

Job Summary

Assistant Director of the Office of Undergraduate Curriculum, Policy, and Records (OUCPR) in the College of Arts and Sciences, responsible for coordinating daily operations of the Student Records and Services (SRS) team, maintaining academic records, implementing processes, and leading a team of recorders.

Responsibilities

• Serve as an Assistant Director of the OUCPR, overseeing departments and programs in the core College and partner schools.
• Coordinate daily operations of the SRS team with the Sr. Assistant Director.
• Manage academic records of approximately 14,000 active and inactive students across 400+ undergraduate programs.
• Monitor output of Records Services Representatives, intervene on errors, support improved practices, and design onboarding materials and procedural documents.
• Ensure compliance with College, University, state and federal regulations in record maintenance.
• Update student record data in multiple information systems.
• Verify academic program requirements and notify students and advisors of deficiencies.
• Process routine student requests and academic program exceptions approved by academic units and the Assistant Dean for Undergraduate Education/Director of OUCPR.
• Respond to student questions via phone, email, and in-person visits.
• Implement higher‑stakes processes such as special credit processing, foreign language requirement exemptions, and assistance with degree conferral and honors.
• Work with OUCPR leadership to evaluate service quality and output goals, develop improvement plans.
• Assist in planning and writing communications related to student records and services.
• Provide guidance and oversight to four full‑time recorders, ensuring coverage and daily/weekly goals.
• Consult with the Sr. Assistant Director on temporary rescheduling and role reassignments.
• Audit systems and staff output, report findings, and assist in implementing corrective actions.
• Collaborate on special projects with OUCPR staff and stakeholders across the College and campus.
• Represent OUCPR on College and campus committees as appropriate.
• Lead program development such as enhancing academic engagement, experiential learning, student well‑being, inclusion, and campus experience.
• Attend student programming events, advise student organization leaders, and collect feedback for future initiatives.
• Collaborate with staff and academic leaders on shared student services goals, coordinating funding for initiatives.
• Project outcomes, measure effectiveness, prepare impact reports, and present to stakeholders for funding.
• Serve on committees and conduct student services research for best practice recommendations.
• Plan and coordinate communications to ensure student participation and engagement.
• Provide guidance to other student services staff, recommend process improvements.

Qualifications

• Education: Bachelor’s degree in higher education student affairs, public affairs, counseling, social work, education, business, or related field.
• Preferred: Master’s degree in related field.
• Experience: 2 years in student services, higher education, or related field.
• Preferred: 2 years of office experience, preferably in an academic environment; experience with registration or registrar‑related record‑keeping functions; management experience highly desirable.

Required Skills

• Proficient communication skills.
• Maintains a high degree of professionalism.
• Demonstrates time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast‑paced, dynamic environment.
• Seeks to acquire knowledge in area of specialty.
• Highly thorough and dependable.
• Demonstrates a high level of accuracy, even under pressure.
• Demonstrates ability to maintain confidential information.
• Demonstrates customer service skills.
• Ability to build strong partnerships with students and other university departments.

Preferred Skills

• Very detail oriented with strong emphasis on accuracy.
• Ability to juggle multiple tasks and work with a wide range of people.
• Collaborative with other departments, staff members, and effectively with students, faculty and administrative staff.
• Strong analytical, technical and problem‑solving skills.
• Maintain student confidentiality.
• Proactive team player with strong service orientation and work ethic.
• Knowledge of IU and College data systems.

Working Conditions

This role requires the ability to effectively communicate and operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and campus.

Work Location

Bloomington, Indiana (In‑person position)

Advertised Salary

$47,000 - $51,000 Annually

Benefits Overview

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long‑term disability, critical illness, and supplemental accidental death & disposable insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU‑sponsored volunteer events
• Employee assistance program (EAP)

Equal Employment Opportunity

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.