Associate Registrar - Chicago, IL

Brian Crane 2

ILLINOIS COLLEGE OF OPTOMETRY

ASSOCIATE REGISTRAR

LEVEL: Exempt

ANNUAL SALARY: $55,000 - $65,000                                                                                                    

REPORTING RELATIONSHIP: Reports to the Assistant Dean for Academic Administration and Registrar

ESSENTIAL JOB FUNCTIONS

• Provides support to the Assistant Dean for Academic Administration and Registrar
• Responsible for processes used for class/lab/clinic schedule development and publication
• Responsible for clinical assignments for all students which includes Primary Care, Pediatrics, Rosenbloom Center, Advanced Ophthalmic Care, Cornea/Contact Lens, Eyewear Center, Patient Advocate Program, Patient Care Program and affiliated off-campus sites; Collaborates with the Service Chiefs in regard to their individual rotations; Entering the previously mentioned in the Blackbaud Student Information System in order to create quarterly schedules for all students; Publishes all schedules on the student portal; Ensures accuracy and completeness of all schedules for the Illinois Eye Institute and affiliated off-campus sites prior to disseminating to students; Ensures all schedules are produced on time, error-free, meet students' needs and exceed productivity deadlines
• Responsible for disseminating quarterly faculty schedules
• Oversight for preparation and publication of the quarterly Externship assignments based on the information provided by the Patient Care Education Coordinator
• Responsible for updating and maintaining the Office of the Registrar information on the student portal
• Automates functions within the Office of the Registrar to improve customer service
• Updates and maintains student information on the Blackbaud Information System
• Updates and maintains international student information on the SEVIS System (Student and Exchange Visitor Information System)
• Evaluate undergraduate credentials for the Bachelor of Science in Visual Science Degree
• Assists as needed with exam administration - proctors student exams
• Assists with the graduation processes
• Provides input in the establishment of departmental goals and objectives
• Prepares ad hoc reports and labels as requested by the ICO community
• Provides assistance to students, staff and faculty

MARGINAL FUNCTIONS

• Ensures compliance with the Family Educational Rights and Privacy Act (FERPA) and Health Insurance Portability and Accountability Act (HIPPA)
• Serves as a resource for interpreting and enforcing the College's academic policy and procedures
• Acts as the Designated School Official (DSO) in matters relating to the Citizenship and Immigration Service
• Provides input in the establishment of departmental goals and objectives
• Performs other duties and tasks as assigned by the Assistant Dean for Academic Administration and Registrar
• Member of AACRAO - American Association of Collegiate Registrars and Admissions Officers
• Must become a Certified Notary Public

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• A Master's Degree preferred and at least 5 years of relevant experience required
• Strong background in Information Technology
• Excellent analytical, interpersonal, oral and written communication skills
• Highly organized and able to manage multiple projects in a fast paced environment
• Proficient in Microsoft Office Suite
• Above average computer data entry skills
• Ability to understand, interpret and apply complex regulations, policies and procedures
• Must be sensitive to students' needs and to the requirements of a service organization
• Ability to maintain confidentiality
• Attendance must be in accordance with college policy

PREFERENCE GIVEN FOR ADDITIONAL QUALIFICATIONS

• Previous Office of the Registrar experience
• Experience using the Blackbaud Student Information System or comparable system
• Demonstrated knowledge of current technologies in a student services environment
• Demonstrated knowledge of international student affairs

 

Hours:  Monday thru Friday, 9:00 a.m. - 5:00 p.m.

 

Please mail or fax your resume and cover letter to:

Illinois College of Optometry/Illinois Eye Institute

Human Resources Department - AR

3241 South Michigan Avenue

Chicago, IL 60616 

FAX:  (312) 949-7657

No phone calls, please

 

We are an EEO Employer

The Illinois College of Optometry and the Illinois Eye Institute has no contract or implied contract with its employees concerning the terms and conditions of employment.  The Illinois College of Optometry and the Illinois Eye Institute and its employees each have the right to terminate the employment relationship at any time, with or without notice and no officer or employee of the Illinois College of Optometry and the Illinois Eye Institute has the authority to alter or amend this expressed policy except the President, who is authorized to alter or amend this expressed policy only in writing.  Termination issues regarding faculty are governed by the Faculty Handbook.