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Senior Associate Director, Student Systems

Apply now Job no: 497311
Work type: Regular
Location: West LA Campus
Categories: Graziadio Business School

The Senior Associate Director of Student Systems assumes the responsibility for the overall management, maintenance, accuracy and timeliness of the Graziadio School's student records and curriculum management operations in the University's student administration system with a holistic and strategic view of student records data.The goal of this position is to deliver exceptional service to students, faculty, staff and administrators in line with our mission’s commitment to provide "the highest standards of academic excellence and Christian values." By providing excellent support service, responsibilities of this position contribute to the strategic goal of being "committed to delivering an exceptional education experience" to our students.


  • Oversee GSBM grade submission/grade adjustment processing. Create/send grading instructions; train/advise faculty to ensure timely grade submission; troubleshoot grade issues; communicate with all University Offices affected by grade submission. Requires knowledge of the system, grading policies across programs, and the ability to work with individuals with varying technical skills.
  • Oversee student registration system set-up for Fully Employed, Full-time, and Executive programs. Interpret Program Office needs; work with OSIS to coordinate the registration set up process; proof system accuracy; provide final registration eligibility reports to Program Offices; troubleshoot during the registration period.
  • Oversee accuracy of potential graduate list that is used for communications to students (e.g. graduation applications, letters from Academic Deans, bookstore information). Create graduation application instructions and contact potential graduates as needed to ensure all applications are received. Requires effective communication with students and coordination with OSIS, Program Offices, and Academic Affairs to ensure graduation clearance and accuracy of final commencement list.
  • Supervise pre- and co-requisites course set-up at the catalog and class section level. Research, solve and test complex set-up issues. Involves coordination with Program Offices, OSIS, and at times, University IT staff.
  • Serve as the Graziadio School lead on the PeopleSoft Records Users Group. Represent the Graziadio School regarding student records component needs with this University group and ensure all stakeholders within the school are well-informed regarding issues addressed by this user group. Attends other student system-related meetings within the school and University; serve as alternate to the Senior Director, as needed.
  • Direct a portion of student record data collection for rankings.
  • Oversee the term and session calendar development for the PeopleSoft system set-up. Coordinate the system set-up with OISS.
  • Generate student attrition report on a trimester basis.
  • Address system process inefficiencies and gaps.
  • Identify student records and curriculum management reporting needs; leads outreach regarding data and reporting needs; and respond to requests for student records data within PeopleSoft. Assists faculty and staff with their data requests; provides clarification to query writer; test queries. Requires in-depth understanding of system capabilities.
  • Act as lead trainer with individual and group PeopleSoft student records/system related training.
  • Oversee the development and maintenance of the administrative processes calendar.
  • Investigate PeopleSoft student administrative system problems and answer system-related questions received from staff and faculty.
  • Assist the Senior Director with other student systems-related projects, as needed.
  • Coordinate submission of the class schedules with all the Program Offices; checks for accuracy and potential issues prior to the data being entered into the PeopleSoft system.
  • Develop documentation/training materials related to job responsibilities for staff and faculty, especially when there are system changes.
  • Oversee the production of standard PeopleSoft student data reporting (e.g. enrollment, admission).
  • Supervise class schedule data entry and maintenance. Requires accuracy, timeliness, interpretation of information submitted in different formats, and knowledge of all GSBM curricula.
  • Streamline office processes by developing new, more efficient procedures to effectively manage the responsibilities of the position.
  • Perform administrative system regression and modification testing for upgrades made to the student records component.
  • Assist the Senior Director as the data steward for appropriate use of student record data within the PeopleSoft system.
  • Supervise the Assistant Director, Student Systems.
  • Other duties as assigned (Provide leadership and assistance in major projects identified outside of standard responsibilities of the position - e.g. Staff Advisory Council).
  • Uphold University mission through work performed.

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required: Undergraduate Degree. Two years (minimum) customer service experience in education or professional business environment. Two years (minimum) PC experience; One year (minimum) supervisory experience. Must have a combination of being detail-oriented and accurate, while at the same time being customer service-oriented. Excellent oral and written communication skills. Strong numbers, calculation, and analytical skills. Must be able to work well with an adult, professional population and with a diverse group of personalities. Must be able to remain professional during high volume, high stress periods. Must be flexible and respond to varying demands from all constituents; able to handle multi-tasking. Must have the ability to use good judgment and maintain confidential information. Must be an independent thinker, organizer, and be able to set priorities. Must be proficient at time-management. Advanced proficiency in Microsoft applications (primarily Word, Excel). Familiarity with web-based applications (e.g. Firefox, Chrome).

Preferred: Graduate Degree; Mainframe database experience; PeopleSoft (primarily Student Administration component) experience; Project management experience. Proficient in additional Microsoft applications (including Access and Power Point); Google Drive; Microsoft publisher or similar products (i.e. for communicating); Photoshop or similar products (i.e. for training instructions).

Qualified individuals should be able to articulate a strong commitment to diversity, and have the ability to work effectively with individuals from different backgrounds.

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening.

This is a regular, exempt, 40 hour per week position.

Salary: Commensurate with experience

Advertised: Pacific Standard Time
Applications close:

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