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Director of Enrollment Services

Rutgers University

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Position Details

Position Information

Recruitment/Posting Title Director of Enrollment Services
Job Category Staff & Executive – Student Affairs and Services
Department RSDM-Student Affairs
Overview New Jersey’s academic health center, Rutgers Biomedical and Health Sciences (RBHS) takes an integrated approach to educating students, providing clinical care, and conducting research, all with the goal of improving human health. Aligned with Rutgers University–New Brunswick and collaborating university wide, RBHS includes eight schools, a behavioral health network, and five centers and institutes that focus on cancer treatment and research, neuroscience, advanced biotechnology and medicine, environmental and occupational health, and health care policy and aging research.
Our faculty are teachers, clinicians, and scientists with unparalleled experience who advance medical innovation and provide patient care informed by the latest research findings. We offer an outstanding education in medicine, dentistry, pharmacy, public health, nursing, biomedical research, and the full spectrum of allied health careers.
Our clinical and academic facilities are located throughout the state—at Rutgers University–New Brunswick, including Piscataway; and at locations in Newark, Scotch Plains, Somerset, Stratford, and other locations. Clinical partners include Robert Wood Johnson University Hospital in New Brunswick, Newark’s University Hospital in Newark, and other affiliates.
Through this community of healers, scientists, and scholars, Rutgers is equipped as never before to transform lives.
Posting Summary Rutgers School of Dental Medicine (RSDM) – Office of Student Affairs is seeking a Director of Enrollment Services to be responsible for the management, organization, maintenance and preservation of all official records, correspondence, supporting documents and data relating to the education and training of both current students and alumni of RBHS–RSDM within the various DMD, masters, postgraduate certificate, and residency programs.

Essential duties and responsibilities include the following:

  • Manages all permanent student information, including demographics, registration, and grading history. Tracks remediation, course repetition, extensions of PG/Masters students, informs students of maximum time frame, course information and scheduling, student disciplinary actions, tuition ramifications and visa status change implications. Monitors student status changes, e.g., withdrawals, dismissals, leaves of absence, name changes, and works collaboratively with the Offices of Student and Academic Affairs to ensure proper record keeping and information dissemination.
  • Manages student information system Banner and Perspective Content. Oversees and maintains software systems for RSDM. Responsible for training faculty and staff on software, managing upgrades, approving access request to systems, and serve as principle point of contact for Banner and Perspective Content. Maintains pre-doctoral and post-doctoral courses in Banner and ensures that they sync properly with other software systems, such as Canvas.
    Ensures integrity of student data in Banner, including resolution of data discrepancies, working in collaboration with the RBHS Registrars. Regularly meets with school Registrar’s to review/ improve services and align practices.
  • Completes enrollment/degree verification letters, third-party forms, apostille requests, and enrollment/graduation certifications for residencies, post-graduate study, licenses, etc. Works with Rutgers Newark & New Brunswick Registrar offices to resolve transcript issues. Manages RSDM transcript portal, including oversight of transcript processing for ADEA PASS cycle, and oversees Enrollment Services inbox.
  • Develops reports on student enrollment, demographics, and performance for various offices (e.g., Office of Academic Affairs, Office of the Dean, Alumni Affairs). Collaborates with Director for Institutional Assessment and Quality Improvement for reporting to external constituencies (e.g., Commission on Dental Accreditation). Serves as the primary liaison between RBHS Registrar regarding data needs. Collects, verifies, and reports on data for student retention, outcomes and other areas as needed.
  • Provides high-level support of RSDM self-study for Commission on Dental Accreditation site visit by generation of individualized reports as requested by the Steering Committee and Offices of the Dean, Academic Affairs and Student Affairs. Actively participates in the development of Standard 4 -Education Support of the self -study.
  • Manages Extended Learning Opportunities Program. Maintains courses and manages student registration, works collaboratively with Office of Academic Affairs regarding facilities and course scheduling, collects/posts credit from course faculty, and monitors students’ progress.
  • Works closely with the RSDM Admissions office to onboard new students, including validation of student information, and provision of information regarding tuition and billing as well as registrar functions. Participates in new student orientations.
  • Serves as the Veteran Affairs, School Certifying Official, for RSDM, including pre-doctoral, post-graduate, and CDE students. Serves as the subject matter expert for Veteran Affairs and certifies/maintains enrollment for all VA benefits eligible students. Works closely with the RBHS Registrar’s Office and the University’s Office of Veteran and Military Program and Services to keep abreast of any new or changing VA policies/regulations.
  • Oversees the degree audit and sign out processes in clearing students for graduation to ensure compliance with academic, fiscal, disciplinary, and administrative responsibilities. Responsible for Convocation/Commencement activities of graduates, including preparation of program information, graduate and platform party coordination, Bergen medal coordination, procurement of faculty/staff regalia, and ordering and distribution of diplomas. Assists
    with other Student Affairs events including the graduating class Award Ceremony as well as the White Coat Ceremony.
  • Maintains the integrity of the student handbook and school catalog. Interprets and communicates academic regulations. Maintains Student Affairs, including Registrar, internal website to ensure that students are easily able to identify and access pertinent information.
  • Works with Cashier’s and Student Billing Office to ensure that all students are assessed the appropriate tuition and fees. Collaborates with student billing office and Financial Aid regarding student outstanding balances each term, including regular account review, student follow up, and facilitation of receipt of third-party tuition payments.
  • Disseminates annual notifications to students, e.g., information about the University’s health insurance policy, FERPA regulations, voter registration, the ADA-Commission on Dental Accreditation complaint procedure, etc.
  • Manages special projects as assigned by Deans Office and the Offices of Academic and Student Affairs, and the RBHS Registrar. Participates in other registrar office functions and performs other related duties as assigned.
  • Keeps abreast of all pertinent federal, state, and RBHS – RSDM regulations, laws, and policies as they presently exist and as they change or are modified.
  • Understands and adheres to Rutgers’ compliance standards as they appear in RBHS’s Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy.
  • Performs other related duties as assigned.
Position Status Full Time
Hours Per Week
Daily Work Shift Day
Work Arrangement
FLSA Exempt
Grade 30S
Position Salary $94,039 – $115,000
Annual Minimum Salary 94039.000
Annual Mid Range Salary 123150.500
Annual Maximum Salary 152262.000
Standard Hours 37.50
Union Description Non-Union
Payroll Designation PeopleSoft
Benefits Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview .
Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.
Seniority Unit
Terms of Appointment Staff – 12 month
Position Pension Eligibility ABP

Qualifications

Minimum Education and Experience
  • Bachelor’s Degree in Business Administration, Education or other relevant discipline plus three (3) years of administrative experience involving the review, analysis and evaluation of organization and administrative practices related to registrar functions (five (5) years preferred).
Certifications/Licenses
Required Knowledge, Skills, and Abilities
  • Excellent oral and written communication skills, interpersonal skills, problem solving and the capability of functioning in a team environment.
  • Strong organizational skills and the ability to simultaneously manage multiple projects in a fast paced environment.
  • Exceptional attention to detail and accuracy and the ability to consistently meet deadlines.
  • Ability to demonstrate tact and diplomacy when dealing with difficult issues and ability to develop positive and cooperative relationships with students, faculty, and staff.
  • Must be proficient with MS Office applications including Word, Excel and Access.
Preferred Qualifications
  • Master’s Degree preferred.
  • Registrar experience with student information systems.
  • Experience in a student records environment.
Equipment Utilized
Physical Demands and Work Environment
  • Must be able to lift or exert force up to twenty-five (25) pounds.
  • RSDM and all connected facilities work environment.
Special Conditions

Posting Details

Posting Number 23ST3077
Posting Open Date
Special Instructions to Applicants
Regional Campus Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus Newark (RBHS)
City Newark
State NJ
Location Details

Pre-employment Screenings

All offers of employment are contingent upon successful completion of all pre-employment screenings.

Immunization Requirements

Under Policy 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees , Rutgers University requires all prospective employees to provide proof that they are vaccinated against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Rutgers University may require certain prospective employees to receive an updated (bivalent) vaccine dose. Under Policy 100.3.1 Immunization Policy for Covered Individuals , if employment will commence during Flu Season, Rutgers University may require certain prospective employees to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless the University has granted the individual a medical or religious exemption. Additional infection control and safety policies may apply. Prospective employees should speak with their hiring manager to determine which policies apply to the role or position for which they are applying. Failure to provide proof of vaccination for any required vaccines or obtain a medical or religious exemption from the University will result in rescission of a candidate’s offer of employment or disciplinary action up to and including termination.

Affirmative Action/Equal Employment Opportunity Statement

It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we value diversity of background and opinion, and prohibit discrimination or harassment on the basis of any legally protected class in the areas of hiring, recruitment, promotion, transfer, demotion, training, compensation, pay, fringe benefits, layoff, termination or any other terms and conditions of employment. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement

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