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Please see Special Instructions for more details.

As a Jesuit, Catholic institution of higher education, we seek candidates who will contribute to our strategic plan to deliver a Transformative Education in the Jesuit tradition. To learn more about Loyola University Chicago’s mission, candidates should consult our website at www.luc.edu/mission/. For information about the university’s focus on transformative education, they should consult our website at www.luc.edu/transformativeed.

Position Details

Position Details

Job Title DIR REGISTRATION & RECORDS HSC

Position Number 8102831

Job Category University Staff

Job Type Full-Time

FLSA Status Exempt

Campus Maywood-Health Sciences Campus

Department Name REGISTRATION AND RECORDS

Location Code REGISTRATION & RECORDS (02025A)

Is this split and/or fully grant funded? No

Duties and Responsibilities

I. Position Summary:

Located at Loyola University Chicago’s Health Sciences Campus in Maywood, IL, the Director of the Office of Registration and Records ( ORR ) at the Stritch School of Medicine provides strategic and operational leadership, management, and coordination of daily operations to ensure regulatory compliance, maintenance of student records, and oversight of the registration process. This role oversees a student-centered team, promotes operational excellence through process improvement and technology integration, and collaborates closely with key functional partners including Admissions & Recruitment, Financial Aid, Student Affairs, Educational Affairs, and Alumni Affairs, as well as University offices, such as the University’s Office of Registration & Records and the Graduate School.

The Director also coordinates with external partners such as the Edward Hines, Jr. VA Hospital, the Association of American Medical Colleges Student Records System, the National Board of Medical Examiners, and state, national, and federal agencies to ensure compliance with policies and procedures.

II. Position Responsibilities include but are not limited to:

Strategic Leadership & Compliance

+ Provide strategic direction for the Office of Registration and Records aligned with institutional goals.

+ Maintaining compliance with institutional policies and regulatory standards, including FERPA , and federal/state regulations.

+ Develop, implement, and enforce academic and administrative policies.

+ Assessing operations against national best practices in registrar operations and academic recordkeeping to optimize service delivery and resource use.

+ Support onboarding and training efforts for staff, faculty, and administrators in academic systems and policies.

Academic Records & Policy Administration

+ Serve as the official custodian of student academic records.

+ Ensure the integrity, accuracy, confidentiality, and secure access of all educational records.

+ Maintain student status and eligibility in various 3rd party data sources, e.g. AAMC Student Records Systems ( SRS ), National Board of Medical Examiners ( NBME ), Visiting Student Learning Opportunities ( VSLO ).

+ Provide direction and oversight of key processes such as transcript evaluations, student certifications, attendance record keeping, visiting student records, grade processing and progression, and student orientations.

+ Interpret and apply institutional policies related to grading, probation, dismissal, and graduation.

+ Collaborate with degree program leadership, student affairs deans, and curricular affairs deans on curricular changes and student enrollment adjustments.

+ Maintain the academic catalog in the student information system and ensure accurate course information.

+ Manage the conferral of degrees.

Registration, Scheduling, and Enrollment

+ Direct all aspects of course registration, course scheduling, and enrollment status changes.

+ Coordinate the registration process for each academic term.

Technology & Business Process Optimization

+ Oversee the student information system, ensuring data accuracy and security.

+ Serve as the security administrator for registrar-related access to the student information system.

+ Lead implementation of new technologies and revise workflows to improve efficiency.

+ Provide system training and documentation for faculty and staff.

Institutional Reporting

+ Ensure timely and accurate reporting to external entities (e.g., IPEDS , Clearinghouse).

+ Support institutional accreditation and compliance reporting requirements.

+ Prepare academic data analyses to inform strategic planning and policy development.

Supervisory

+ This position supervises a staff team of 3 including Assistant Director, Records Coordinator and Registration Specialist.

Minimum Education and/or Work Experience

Minimum Education:

•Bachelor’s Degree required; Master’s Degree OR equivalent training acquired via work experience or education preferred

Minimum Experience:

•6-10 years experience in a higher education environment required with strong preference for experience in a registrar’s office in a medical school setting

• 3-5 years experience managing a team of 2 or more

Qualifications

Bachelor’s degree required; Master’s degree preferred

• At least five years experience in a registrar’s office or equivalent higher education setting

• Prior experience with graduate and/or professional degree program delivery, with medical school or health science university experience highly preferred.

• Expertise in student information systems (e.g., Empower, Jenzabar, Banner, Colleague, Peoplesoft) and enrollment technologies, with a strong understanding of academic policies and regulatory compliance in higher education.

• Strong analytical skills with solid database management experience; student information systems, etc. to provide regular reporting of student-related information.

• Demonstrated leadership in managing teams, process improvement, and cross-department collaboration. Strong organizational, analytical, and problem-solving skills are essential for ensuring exceptional student services and maintaining the integrity and security of academic records.

Certificates/Credentials/Licenses

Computer Skills

Computer Skills

• Microsoft Office suite (Word, Excel, Outlook, PowerPoint)

• Crystal Reports

Preferred: PeopleSoft, other academic software and database applications

Supervisory Responsibilities Yes

Required operation of university owned vehicles No

Does this position require direct animal or patient contact? No

Physical Demands None

Working Conditions None

Open Date 12/22/2025

Close Date

Position Maximum Salary or Hourly Rate $95,000

Position Minimum Salary or Hourly Rate $90,000

Special Instructions to Applicants

As a Jesuit, Catholic institution of higher education, we seek candidates who will contribute to our strategic plan to deliver a Transformative Education in the Jesuit tradition. To learn more about Loyola University Chicago’s mission, candidates should consult our website at www.luc.edu/mission/. For information about the university’s focus on transformative education, they should consult our website at www.luc.edu/transformativeed.

About Loyola University Chicago

Founded in 1870, Loyola University Chicago is one of the nation’s largest Jesuit, Catholic universities, recognized for its academic excellence, commitment to community engagement, and leadership in sustainability. A Carnegie R1 research institution, Loyola leverages its status as one of an elite group of universities with the highest level of research activity to advance knowledge that serves communities and creates global impact. With 15 schools, colleges, and institutes (https://www.luc.edu/academics/schools.shtml) —including Business, Law, Medicine, Nursing, and Health Sciences—Loyola operates three primary campuses in the greater Chicago area and one in Rome, Italy, that provide students a transformative, globally connected learning experience. Consistently ranked among the nation’s top universities by U.S. News & World Report, Loyola is a STARS Gold-rated institution that is ranked as one of the country’s most sustainable campuses by The Princeton Review and has earned distinctions from AmeriCorps and the Carnegie Foundation for its longstanding record of service and community engagement. Guided by its Jesuit mission and commitment to caring for the whole person, Loyola educates ethical leaders who think critically, act with purpose, and strive to create a more just and sustainable world.

Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits. To view our benefits in detail, click here (https://www.luc.edu/hr/facultystaffbenefits/) .

Loyola adheres to all applicable federal, state, and/or local civil rights laws and regulations prohibiting discrimination in private institutions of higher education. Please see the University’s Nondiscrimination Policy (https://www.luc.edu/equity/policyprocedure/universitynondiscriminationpolicy/) .

Quick Link for Posting https://www.careers.luc.edu/postings/34352