Director of Student Records (School of Government & Policy)

This position functions very independently with minimal oversight by the Associate Dean of Admissions and Student Affairs. The Director serves as both a divisional and functional representative on various university committees and is expected to promote an innovative and strategic mindset while ensuring compliance with all policies and regulations. The role requires exceptional initiative, judgment, and a customer-service orientation, with responsibility aligning with the significant autonomy of the position.

Specific Duties & Responsibilities

Student Records Management

• Oversee all aspects of student records for every applicable term, ensuring accuracy, integrity, and compliance with university policies and federal regulations.
• Provide oversight for compliance with the Family Educational Rights and Privacy Act (FERPA) to preserve the confidentiality and archival integrity of education records.
• Manage student graduation clearance and record review processes, including data updates for SGP in readiness for May and December degree conferral.
• Establish and communicate policies and procedures regarding registration and student records access.
• Ensure accurate and compliant updates to student academic records, including program declarations, academic standing, and internal and external credit postings.
• Oversee degree audits and graduation eligibility based on progress-to-degree analyses and student cohort data.
• Ensure all degrees and honors designations are awarded and all graduation recommendations are distributed and returned to appropriate offices.

Registration and Scheduling

• Create and maintain the SGP academic calendar in coordination with university-wide initiatives and school leadership.
• Configure student information systems for registration periods and oversee all course, classroom and exam scheduling processes.
• Oversee the conferral process, including producing the potential graduate list for commencement and all activities related to end of term, diploma and transcript orders.
• Execute beginning of term and corresponding end of term processing each semester.
• Create and manage policies around changes of student status, including the processing of drop/adds, course withdrawals, and other administrative actions in coordination with university initiatives.
• Oversee inter-divisional registration and work closely with SEAM, other JHU Directors of Records, and the Office of the University Registrar to create a seamless process for students.

Data Management and Reporting

• Develop, prepare, analyze, and distribute reports on enrollment and student performance for Dean, Associate Deans, faculty, and staff.
• Ensure accurate and timely statistical reporting for internal and external use, including IPEDS reporting to state and federal government.
• Create ad hoc reports on enrollment and student performance, and provide demographic information for university-wide initiatives including 1098-T tax reporting.
• Collaborate with school leadership to create systems, reports, and processes that support a sophisticated data-driven environment with accurate and robust information for decision-making.
• Share data with many constituencies across the school and university, providing critical data promptly for enrollment and financial planning, strategic modeling, and survey responses.
• Ensure the ability to consistently provide accurate data while maintaining confidentiality of sensitive and personal information.

Systems and Technology

• Implement and oversee new information and data systems with guidance from the Office of the University Registrar.
• Serve as training lead on SIS for new employees across the division.
• Manage SGP cases in case management system and ensure data integrity across all platforms.
• Oversee versioning and maintenance of degree audit system.
• Propose and advance processes and systems that actively safeguard student data.

Academic Policies and Compliance

• Coordinate publication of SGP content in the annual university catalog in collaboration with school leadership.
• Advise students, faculty, and staff regarding academic policies and procedures.
• Act as the designated school official for all enrollment-related reporting and serve as Designated School Official for Veterans Administration benefits and students with other military sponsorship, including periodic audits.
• Schedule oral exams to qualify for honors and coordinate nominations of SGP students for membership in Phi Beta Kappa.
• Review departmental and university policies and procedures and make recommendations for change when appropriate.

Leadership and Collaboration

• Develop and implement office procedures and staff training; may supervise staff and evaluate performance.
• Provide leadership in executing all student records-related functions and in using established best practices while promoting an innovative and strategic mindset.
• Provide leadership during school commencement ceremonies, including event logistics, program copy, and other related tasks.
• Oversee all records office tasks following school and university policies and operational guidelines from the Office of the University Registrar.
• Perform other duties as assigned.

• Bachelor's Degree.
• Seven years of progressively responsible experience in higher education administration and records management. Experience should include at least two years of supervisory experience.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Classified Title: Director Student Records-Divisional
Job Posting Title (Working Title):Director of Student Records (School of Government & Policy)
Role/Level/Range: ACRP/04/MF
Starting Salary Range: $75,100 - $131,700 Annually (Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday-Friday 8:30am-5pm
FLSA Status:Exempt
Location: District of Columbia
Department name: Staff
Personnel area: School of Government & Policy