Director of Student Records

Dominican House of Studies; Washington (District of Columbia); Hybrid; USD 80,000 - 90,000; Full time

Benefits offered by this job

Medical benefits

Retirement plan

Generous leave (vacation, holidays, CS

Job summary

The Dominican House of Studies in Washington, DC invites applications for Director of Student Records, serving PFIC and overseeing Registrar operations, admissions, enrollment, and program assessments. It is a full-time, in-person role at the DC location.

Ideal candidates have a Bachelor’s (Master’s preferred) and experience with academic records systems such as Populi, plus strong MS Office skills. Salarly range is $80,000–$90,000 with benefits and generous leave.

Qualifications

• Bachelor’s degree required.
• At least 2 years in academic advising, student services, registrar operations, or related higher education roles.
• Master’s degree preferred; experience with Populi SIS or similar database management systems.
• Proficiency in Microsoft Office (Advanced Excel), Adobe Acrobat, and InDesign.
• Must be a practicing Catholic in good standing and able to participate in/lead Catholic prayers.

Responsibilities

• Process transcripts, enrollment verifications, and diplomas.
• Audit compliance with civil accreditation and canonical standards.
• Manage course catalog and assist with academic calendar planning and scheduling.
• Process applications from inquiry to enrollment.
• Facilitate student financial aid applications with the Treasurer.
• Oversee SEVIS/I-20 visa processes for international students and clergy.
• Act as liaison with civil regulatory bodies and accrediting agencies.

Skills

Advanced Excel

Attention to detail

Organizational skills

Education

Bachelor’s degree

Master’s degree (preferred)

Tools

Populi SIS

Microsoft Office

Adobe Acrobat

InDesign

Job description

Position: Director of Student Records
Location: Dominican House of Studies, Washington, D.C.

Institution: The Pontifical Faculty of the Immaculate Conception (PFIC)

Location: Washington, DC (Full-time, In-Person)

Position Summary

The Pontifical Faculty of the Immaculate Conception is a small but active graduate school and seminary, serving Dominican friars, other religious, seminarians, and priests, and a diverse body of lay students. It offers multiple degrees, both ecclesiastical and civil.

The Director of Student Records, functions as the Registrar, ensuring the effective academic operations of the school, including the admission and enrollment of students, the ongoing assessment of programs, and the school’s interactions with accrediting agencies. The position requires an individual who is detailed-oriented, collaborative, dependable, and adept at handling many varied responsibilities. Candidates should display a commitment to the Catholic identity and ecclesial mission of the Pontifical Faculty.

• Process transcripts, enrollment verifications, and diplomas.
• Conduct regular audits to ensure students meet both civil accreditation requirements and canonical standards for ecclesiastical degrees.
• Manage the course catalog and assist the Dean with academic calendar planning and classroom scheduling.
• Process applications from initial inquiry through enrollment.
• Partner with the Treasurer to facilitate student financial aid applications
• Oversee the resident visa process (SEVIS/I-20) for international students and clergy.

3. Accreditation, Assessment & Data Analysis

• Act as the primary point of contact for civil regulatory bodies and accrediting agencies (e.g., ATS, MSCHE).
• Assemble, analyze, and report data for programmatic assessment and institutional reporting.

Qualifications & Requirements

Education & Experience:

• Required: Bachelor’s degree; at least 2 years of experience in academic advising, student services, registrar operations, or related higher education roles
• Preferred: Master’s degree; experience with Populi (SIS) or similar database management systems.

Technical Skills:

• Proficiency in Microsoft Office (Advanced Excel), Adobe Acrobat, and InDesign.
• Attention to detail and strong organizational skills

Mission & Faith Requirements:

• As a representative of the Dominican Province of St. Joseph and the PFIC, applicants must be practicing Catholics in good standing who assent to and profess the Catholic faith in its entirety as presented in the Catechism of the Catholic Church.
• Willingness to represent the PFIC in public and participate in/lead Catholic prayers as part of the institutional community.
• Salary: $80,000-$90,000 (commensurate with experience).
• Medical benefits and a retirement plan.
• Generous Leave: In addition to 2 weeks of paid vacation and public holidays, the PFIC provides paid leave for Catholic Solemnities (e.g., St. Joseph’s Day, the Triduum) and an extended Christmas Break (Dec 21 – Jan 2).