Director of Academic Records, Student Svcs, & Accreditation Compliance

Job Title: Director of Academic Records, Student Services, and Accreditation Compliance

Department: Academic Affairs / Student Services

Reports To: Chief Academic Officer

Position Summary:
The Director of Academic Records, Student Services, and Accreditation Compliance is a hands-on role responsible for the execution and continuous improvement of Registrar and Student Services operations. This position actively performs and oversees daily functions related to academic records, student support services, and academic administration while driving system and reporting efficiencies across the institution.

The Director serves as a key operational partner within Academic Affairs and acts as the institutional liaison to the Higher Learning Commission. This role ensures that institutional processes, data systems, and reporting structures support student success, regulatory compliance, and accreditation standards. The position requires a high level of engagement with student information systems, Learning Management Systems, and cross-functional workflows to improve accuracy, efficiency, and transparency.

Key Responsibilities:

Hands-On Registrar and Academic Records Operations

• Directly manage and execute core Registrar functions including student registration, schedule building, grade processing, transcript issuance, and awarding degrees.
• Maintain and audit student academic records to ensure accuracy, completeness, and compliance with federal, state, and institutional requirements
• Monitor and enforce academic policies related to grading, attendance, academic standing, and satisfactory academic progress
• Monitor academic standing and communication probation, suspension, and reinstatement statuses.
• Certify graduates and oversee diploma and transcript issuance.
• Perform regular reconciliation between systems to ensure consistency of academic and attendance data
• Evaluate and process transfer credits in alignment with catalog policy.
• Maintain articulation agreements and ensure accurate application of transfer credits toward program completion.

Student Services Operations and Support

• Actively support and participate in student-facing services including onboarding, orientation, and advising coordination
• Respond directly to escalated student concerns, appeals, and service issues
• Develop and implement streamlined processes to improve student experience and response times
• Collaborate with academic leadership to ensure consistent communication and service delivery to students

Systems Management and Process Efficiency

• Serve as a functional lead for the student information system and Learning Management System, including Canvas or similar platforms
• Identify, design, and implement system and workflow efficiencies to reduce manual processes and improve data accuracy
• Build and maintain integrations between systems (such as student information systems, Learning Management Systems, and attendance tracking tools)
• Develop standardized operating procedures and documentation for system use and data management
• Conduct regular system audits to ensure proper use, data integrity, and compliance

Reporting and Data Analytics

• Design, build, and maintain operational and compliance reports related to enrollment, attendance, academic progress, and completion outcomes
• Improve reporting efficiency through automation, dashboards, and streamlined data extraction processes
• Ensure accuracy and timeliness of reporting for internal stakeholders and external agencies
• Analyze data trends to identify gaps, risks, and opportunities for improving student outcomes and operational performance

Academic Affairs Coordination

• Work closely with faculty and academic leadership to ensure accurate course setup, attendance tracking, and grading practices within systems
• Support academic scheduling, faculty assignments, and catalog updates
• Monitor alignment between Learning Management System activity and institutional attendance and academic policies
• Provide hands-on support and training to faculty and staff on system usage and academic processes

Accreditation and Compliance (Higher Learning Commission Liaison)

• Serve as the primary operational liaison to the Higher Learning Commission
• Lead the collection, organization, and validation of data and documentation required for accreditation reporting
• Ensure that institutional systems and processes support accreditation criteria and evidence requirements
• Participate directly in the preparation of accreditation reports, audits, and site visits
• Support ongoing institutional effectiveness efforts, including assessment and continuous improvement initiatives

Qualifications:

Required:

• Bachelor’s degree in higher education administration, business administration, or a related field
• Demonstrated hands-on experience with student information systems and Learning Management Systems, including Canvas or similar platforms
• Experience in a career-focused, or open-admission institution
• Experience supporting audits or accreditation reviews
• Proven experience improving system processes, workflows, and reporting efficiency
• Strong knowledge of academic records management and regulatory compliance

Preferred:

• Master’s degree in higher education administration or a related field
• Experience working directly with accreditation processes and standards of the Higher Learning Commission
• Minimum of five years of progressive experience in registrar, student services, or academic operations roles
• Experience in a private or community college setting

Core Competencies

• Regulatory Compliance: Strong understanding of Title IX, FERPA and academic policy enforcement
• Attention to Detail: High level of accuracy in records and reporting
• Systems Management: Ability to manage and optimize Student Information System workflows
• Collaboration: Works cross-functionally with Faculty, Academic Affairs, Financial Aid, and Student Services

Knowledge, Skills, and Abilities:

• Strong operational mindset with the ability to execute while leading
• Advanced technical proficiency with academic systems and reporting tools
• Ability to analyze processes and implement efficiency improvements
• Excellent problem-solving and troubleshooting skills
• Strong communication and cross-functional collaboration abilities
• High level of attention to detail and data accuracy

Working Conditions:

Standard office environment with periodic extended hours during peak operational cycles, reporting deadlines, or accreditation activities