TBR | The College System of Tennessee

Title: Service Center Admissions and Records Director

Employee Classification: Executive/Admin & Managerial

Institution: System Office

Department: Service Center/Office of Strategic Management

Campus Location: Tennessee Board of Regents System Office

Job Summary

The Service Center Admissions and Records Director is responsible for overseeing the activities of the Student Service Center, ensuring admissions and records processing functions are provided in a timely and accurate manner and in compliance with all applicable institutional, TBR, state, and federal regulations, policies, and guidelines. This position will play a vital role in supporting system-wide admissions and records operations across all TBR colleges and provide dedicated technical expertise in the Banner Student Information System (SIS). This position coordinates meetings of the Community College Admissions and Records group and provides consultative support. In consultation with the Associate Vice Chancellor and Assistant Vice Chancellor, this position directs the System Office’s work related to admissions and records and student recruitment support. The Service Center Admissions and Records Director works closely with the institutions of the TBR system and is expected to provide a high level of customer service to all institutions served.

This position may have the opportunity to work remotely within the state of Tennessee but with periodic visits to the TBR System Office (Nashville, TN) at the employee’s expense, and potential travel to Tennessee TBR colleges may be necessary.

Job Duties

• 40% - Admissions and Records Support • Support system-wide admissions and records operations across all TBR colleges, and provide dedicated technical expertise in the Banner Student Information System (SIS), helping to optimize and standardize processes to ensure more consistent and efficient practices across TBR community and technical colleges. • In consultation with the Associate Vice Chancellor for Enrollment Operations and Chief Financial Aid Office, serve as a point of contact for the Student module of Banner and ERP-related software focused on admissions and records processing at TCATs and community colleges. • Analyze data related to recruitment, application, and enrollment of students to inform System-level initiatives related to Strategic Enrollment Management (SEM). • In consultation with the Assistant Vice Chancellor for Enrollment and Retention Services, serves as a System Office liaison for admissions, records, recruitment, and SEM planning in partnership with and support of related institutional and TBR Service Center staff. o This work includes but is not limited to:  Conducting monthly calls with institutional admissions, records, and recruitment leaders, quarterly face-to-face meetings, and administration of smaller working groups for assigned projects.  Supporting strategic enrollment planning activities at the System and campus levels, and in partnership with the Associate and Assistant Vice Chancellors in the Office of Strategic Enrollment Management.  Assisting with setting and implementing a strategic direction for SEM planning across all colleges in the System.  Planning and implementing professional development and support, including regular webinars and other trainings for admissions and records staff. • Serves as a member of TBR’s Office of SEM leadership team, and in doing so, helps shape strategic student recruitment strategies and programs to increase enrollment for all students. In cooperation with units under the umbrella of TBR’s Policy and Strategy unit (research and data, academic affairs, and student success), promote best practices in admissions and records. - (Essential)
• 35% - TCAT Student Service Center Oversight • Provide oversight for admission and records activities, in collaboration with the Student Banner Manager; • Provide oversight for the support of Banner technical functions related to admissions and records. • Assist in the development and revision of operational procedures to comply with federal and state regulations. • Collaborate with IT staff related to projects involving enrollment operations. • Coordinate activities related to Student Banner enrollment management. • Assist the Associate Vice Chancellor for Enrollment Operations and Chief Financial Aid Officer with other Banner maintenance as directed. • Assist the Assistant Vice Chancellor for Enrollment and Retention Services with recruitment and retention-related projects. - (Essential)
• 10% - Reporting & Data Related Activities • Collaborate with the Office of Academic Affairs, Policy and Strategy, and Information Technology to initiate and compile institutional, TBR, state, and federal required reports as well as ad hoc reports, as necessary. • Collaborate with TBR Policy and Strategy on data needs related to Admissions and Records. - (Essential)
• 10% - Supervision • Directs the Student Service Center positions to ensure timely and proper execution of admissions, records, and technical related activities for institutions served. • Ensures staff compliance with all applicable institutional, TBR, State, and Federal regulations, policies, and guidelines in relation to enrollment management. • Conducts annual reviews of performance, approves leave requests, and other administrative tasks for direct reports. - (Essential)
• 5% - Other Duties • A personal commitment, with assistance from TBR leaders, to devote time to growing and developing as a leader and a colleague. Performs additional duties as assigned. - (Marginal)

Minimum Qualifications

• Bachelor’s degree in related field and 5 years of experience working in and managing staff within a student services division at a college or university.
• Strong working knowledge of Banner or similar ERP system as well as Argos, Automic, CRM (such as Slate), and/or other software related to enrollment operations.
• Ability to plan, organize, and solve complex and routine tasks simultaneously as well as interpret policies and procedures and apply sound judgment in making decisions.
• Ability to research and analyze complex datasets.
• Ability to work independently and confidentially.

Preferred Qualifications

• Master’s degree in related field.
• Experience within a shared service operating environment.

Knowledge, Skills, and Abilities

• In-depth knowledge of college or university student services processing and reporting requirements.
• Broad knowledge of federal and state laws and guidelines.
• Demonstrated effective and collaborative leadership style with the ability to establish priorities, delegate, motivate, and direct staff.
• Experience contributing to and enacting both short-term and long-term strategic planning.
• A willingness and passion to learn new hardware and software systems that are consistent with duties.
• Ability to effectively analyze data and inquiries, think critically, and make appropriate decisions.
• Excellent organizational and time management skills.
• Excellent communication, negotiation, conflict resolution, and team building skills.
• Ability to maintain confidentiality in compliance rules and regulations, including HIPAA and FERPA guidelines on the disclosure of information.

Physical Demands / Working Conditions