Ave Maria University

Position Posting

Registrar and Director of Institutional Research

Ave Maria University seeks applications for the position of Registrar and Director of Institutional Research.

Please see the application instructions below the job description. 

Title: Registrar and Director of Institutional Research
Employee Class: Full Time
Department: 3027 Academic Records
FLSA Status: Exempt
Reports To:  Provost/Vice President of Academic Affairs
Approved: 04/21

The Registrar and Director of Institutional Research is responsible for the management of all facets of the operations of the Registrar’s office including registration, enrollment reporting, course scheduling, enrollment certification, grades, official transcripts, degree audits, diplomas, and academic records. The primary function is to provide leadership, to plan, organize and manage all of the activities related to the records and registration, and serve as the central records facilitator for permanent academic information on current and prior students. The Registrar maintains accurate and complete academic records of courses offered, teaching assignments, classroom facilities, class enrollments, student demographic information, degree audits, grades awarded and degrees conferred. All functions are accomplished in accordance with institutional academic policies and practices, as well as with rules of other external regulatory or accrediting agencies. The Registrar and Director of Institutional Research must keep abreast with operational and reporting trends, regulations, and technology solutions for improving the efficiency and effectiveness of the Registrar’s Office. The Registrar AND Director of Institutional Research also directs analysis of official institutional data for reporting and institutional research purposes.

Time %
1. Responsible for collecting, maintaining and reporting of student records. Internal and external data reporting functions include enrollment and grade reporting, IPEDS, CDS, and other federal/state reports.
2. Work with department chairs, faculty members, and the Dean’s Office to devise course schedules that efficiently use classroom spaces.
3. Direct and coordinate student registration activities.
4.  In coordination with the Admissions Office, facilitate an efficient and timely process to move newly admitted students to registered.
5. Supervise the coordination, evaluation and certification of all graduation applications, prepare commencement list, and assist in graduation functions.
6. Serve as the Primary Designated School Official in maintaining SEVIS records for international students, answer questions, assist with application processes, and research questions as necessary; apply for recertification as required to maintain certification to host F-1 students; research questions for college administration.
7. Direct compilation of information related to the Office of Academic Records policies and procedures for publication in academic catalogue and website.
8. Collaborate with administrators, deans, faculty, IT, and advisors to facilitate and improve services to students, including registration/records policy questions.
9. Provide leadership and oversight to develop appropriate recommendations for the implementation of related technology application in support of enhanced services offered through the Office of the Registrar.
10. Maintain PowerCampus system procedures and make timely updates within the system for each semester.
11. Serve on appropriate academic and university committees.
INCIDENTAL DUTIES:  The above statements describe the general nature and level of work being performed in this job. They are not intended to be an exhaustive list of all duties, and indeed additional responsibilities may be assigned, as required, by the Provost/VPAA.

EDUCATION: Bachelor’s Degree required, Master’s degree preferred.

EXPERIENCE: Minimum 5 years of experience in higher education.

CERTIFICATION: Student and Exchange Visitor Program (SEVP) Designated School Official (DSO) training.


·       Ability to be responsible for all facets of managing the daily operations of the academic records department, ensuring compliance with the University, state, and federal laws, policies, and regulations.

·       Expertise in managing academic records; comprehensive knowledge of course registration, enrollment, and student record keeping policies and practices.

·       Understanding of FERPA and other policies related to confidentiality; ability to interpret and apply policy to daily work.

·       Ability to produce, analyze, and distribute reports with varying degrees of complexity to university administration.

·       Ability to archive and organize institutional reports in order to chart multi-year trends in enrollment, retention, and graduation rates.

·       In-depth knowledge of student information systems, preferably Ellucian PowerCampus.

·       Strong organizational, analytical, and problem-solving skills.

·       Ability to work well under pressure, meet competing timeframes, and prioritize work.

·       Ability to communicate effectively, both orally and in writing across multiple departments.

·       Strong leadership skills and ability to establish effective and productive working relationships.

·       Ability to work with diverse constituencies, individually and as a group.

·       Facility with Microsoft Excel, Power BI, or other data management software used for data analysis and institutional research.

·       An understanding and appreciation for AMU’s mission as a Catholic liberal arts university.

PHYSICAL SKILLS AND ABILITIES: Depending on the assignment, may require ordinary ambulatory skills sufficient to visit other locations; or the ability to stand, walk and manipulate (lift, carry, move) light to medium weights of 10-50 pounds. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read technical information.
WORKING CONDITIONS: Work is performed indoors with minimal exposure to safety and health hazards, and requires seated, standing, and movement work.

Interested candidates are required to apply electronically within AMU’s online talent management site.

Complete the online application questions, and have prepared to upload all three of the required items to be considered, as a second log in is not permitted:

1)  A letter of interest addressed to the Provost/VP Academic Affairs, that explains your interest, experience, knowledge of the Catholic mission of AMU, and your willingness to support it;
2)  A current Resume;
3)  Three professional references with contact information for future use if requested and consent is provided.

Click or copy and paste the below link to AMU’s online talent management site to your web browser:


A review of applications will begin immediately and continue until the position is filled.   Position is subject to final executive approval.   Ave Maria University provides an excellent benefit package to full time faculty and staff.

Ave Maria University does not discriminate in employment opportunities, practices or the terms and conditions of employment based on race, color, sex, national origin, age, disability, or any other characteristic protected by federal, state, or local law.


About Ave Maria University

Ave Maria University is a Catholic, liberal arts institution of higher learning devoted to Mary the Mother of God, inspired by St. John Paul II and Blessed Teresa of Calcutta, and dedicated to the formation of joyful, intentional disciples of Jesus Christ through Word and Sacrament, scholarship and service.”