Director for Records, Admissions and Advising (PHSSN) (Exempt)

Department: Patty Hanks Shelton School of Nursing

An application for this position consists of an HSU Application, a resume and a document detailing your Knowledge, Skills and Abilities (see below). The completed application package should be emailed to Human Resources at careers@hsutx.edu  and cc: tessa.wilson@phssn.edu  

POSITION: Director for Records, Admissions and Advising (PHSSN) (Exempt)

LOCATION:  Abilene, TX

START DATE:  As soon as possible

SUPERVISOR: Dean of Nursing

HSU CHRISTIAN STANDARD REQUIREMENT FOR EMPLOYMENT -  Candidate must profess a Christian Faith and commitment to Jesus Christ, maintain an active church involvement, and hold the Old Testament and New Testament to be sacred scriptures.

SCOPE : The Director for Records, Admissions and Advising will function as a liaison to each University (Consortium). This position in collaboration with the Dean and faculty manages PHSSN academic records, supervises grading, conduct degree audits, collects data and creates reports addressing regulatory requirements. This position is responsible for enrollment/degree verifications, and the processing of requests from the Dean and PHSSN faculty for course changes (e.g. audits and pass/fail) as needed. In collaboration with each University, the Director of Records, Admissions and Advising develops and implements policies and procedures for delivery of quality registration and other student support services. She/he oversees the PHSSN admissions and enrollment committee, calculates student GPA's and maintains numerous data tables and systems. The Director for Records, Admissions and Advising position is responsible for providing information and reports related to PHSSN to departments across campus, as well as, representing PHSSN on applicable committees. She/he works in collaboration with the Registrars of Hardin-Simmons and McMurry Universities to ensure seamless admissions and advising for all PHSSN students. This position ensures compliance with all University policies and the Family Educational Rights and Privacy Act (FERPA). The Director for Admissions, Records and Advising maintains, troubleshoots, and enhances Patty Hanks Shelton School of Nursing's data management and related systems.

In collaboration with each University assist students with support services; i.e. processing withdrawals, cancellations, instructor drops, prerequisite drops, and deleted sections with enrollment. Assesses student satisfaction with admission and enrollment services by examining trends and periodically administering surveys.

Maintains a thorough knowledge of academic policies and University data systems and provides faculty and staff training for PHSSN (topics such as FERPA, class schedule building, academic policies, and web-based computer systems and programs).

Oversees the timely development of PHSSN class schedules. Ensures that information related to hours sold and class schedules are provided to each University. In collaboration with the Dean's and Chairs supervise catalog revisions, ensure that important dates and deadlines, final exams schedule, and so forth) are accurate and distributed as appropriate. Ensures students have appropriate information needed to make informed decisions regarding advising, enrollment, registration, change of schedule, Pass/Fail grading, audit grading, and withdrawal requests are processed timely, sensitively, accurately, and according to University policy by monitoring the processing of such changes to policy when needed, and communicating such changes to the University community.

PHYSICAL REQUIREMENTS: This job is sedentary in nature. Must be able to sit for long periods of time while performing office functions. Occasional light lifting may be required. Occasional reaching, bending, and stretching to retrieve files are required.

TRAVEL/TIME REQUIREMENTS:  Moderate travel required.

MINIMUM QUALIFICATIONS:   

Education: A bachelor's degree is required; a master's degree is preferred.

Experience:

  • Two years of professional work experience is required.
  • Experience working with complex data systems is required.
  • Experience working in a higher education setting is preferred.
  • Supervisory experience is preferred.
  • Experience working with School of Nursing advising and admissions is preferred.
  • Preference will be given to candidates with experience in a position with similar responsibilities.

Skills:

Excellent management, leadership, interpersonal, customer service, organizational, and verbal and written communication skills are required.

  • Management skills in the selection and supervision of employees are required.
  • The ability to learn and use query tools is required.
  • The ability to manage details associated with the implementation of complex policies and procedures is required; effective decision-making skills are required.
  • The ability to interpret and enforce University, state, and federal regulations and procedures is required.
  • The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. Knowledge of FERPA is preferred.
  • Significant computer work is required.

ESSENTIAL DUTIES :

1. Ensures the accuracy and security of student academic records by developing procedures for maintaining academic records and recording student grades in accordance with FERPA, University policies and standard records management practices, supervising the staff responsible for implementation of those procedures, and reviewing daily proof reports of updates and changes to student records to ensure accuracy and compliance with policy.

2. Interprets, explains, and enforces academic policies and procedures to students, faculty, staff, and parents.

3. Represent PHSSN as a member of all applicable committees, providing records and relevant information, and ensuring proper processing and notification of the committee's decisions.

4. Ensures the accuracy of student records and grading each semester by coordinating audit reports and other quality assurance checks of student records which includes examining credit hours, fees, and other critical information, requesting various reports, editing for errors, making necessary corrections, and reporting results to the Dean of PHSSN.

5. Ensures the security and protection of a variety of records from damage and unauthorized use by establishing and enforcing security procedures for all paper, microfiche, and electronic records.

7. Ensures compliance with Hardin-Simmons and McMurry universities, State Board of Nursing and other national accrediting agencies records retention policies by using professional resources to stay current with records management techniques relating to imaging, disaster recovery, retention schedule, and other critical issues.

8. Ensures high quality services by developing and documenting policies and procedures, implementing and maintaining effective systems, and working in cooperation with the Registrars of Hardin-Simmons and McMurry Universities, and others to ensure academic policies and procedures are enforced and proper records are maintained.

9. In collaboration with the Dean of PHSSN assures compliance with the Consortium Agreement in setting the budget, fees, etc. for PHSSN.

10. Helps to ensure the course database system is accurate and responsive to the needs of the University by assisting the Registrars, Dean, and others with implementing revised and/or new curricular changes, and making other updates to the system.

11. Coordinates mid and end-of-term processing.

12. Resolves problems and enhances various processes, projects, procedures, etc. by employing critical thinking skills and creativity.

13. Develops a competent, productive, and effective staff by selecting and supervising, directly and through delegation, assigned staff.

14. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

15. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, maintaining membership in professional organizations and participating in conferences, attending professional development courses, and attending training and/or courses required by the Registrar.

16. Contributes to the overall success of PHSSN by performing all other duties and responsibilities as assigned.

SUPERVISION  

The Director Admissions, Records and Advising is supervised by the Dean of PHSSN, supervises full-time nonexempt, part-time, and student volunteers and makes recommendations which are given particular weight regarding the hiring, firing, advancement, promotion, and other changes of status of those supervised.

Professional Knowledge, Skill, and Technical Mastery  

Entry-level knowledge of the principles, concepts, practices, and methods of an administrative, managerial, technical, or professional specialty. Knowledge permits employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in professional or technical areas including accounting or auditing, financial management, business administration, human resources, law, engineering, science, or medicine, while gaining familiarity with the University's policies and goals, business practices, and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project, or to complete stages of a multi-phase project. Alternatively, knowledge at this level might also permit the employee to carry out recurring tasks and routine assignments requiring moderate experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a University degree in a specific technical or professional specialty. Knowledge requirements may also include a limited amount of related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with a moderate level of additional related work experience or a non-specific Master's degree requirement with some related work experience.

Supervisory Responsibility  

Supervision of a limited number of (a) operative, administrative support, or paraprofessional employees who do not exercise a full range of supervisory responsibilities over other full-time employees, (b) a very small number of professional employees, or an equivalent combination of (a) and (b). The incumbent performs a full range of supervisory responsibilities including performance reviews of subordinates. The incumbent is generally responsible for training, planning, and directing the work of permanent employees, and provides major input into hiring decisions. Supervisory responsibilities consume moderate amounts of work time and may include general work planning tasks.

Interactions with Others  

The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.

Job Controls and Guidelines  

The employee carries out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the employee must select from the most appropriate of several guidelines and make minor adjustments to methods. Unforeseen situations are normally referred to others for resolution. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on the assignment, the employee uses diverse, but conventional, methods, techniques, or approaches. Employees in jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.

Managerial Responsibility  

Work involves providing significant support services to others both within and outside of the department that substantially influences decision-making processes. Work activities are complex and others rely on the accuracy and reliability of the information, analysis, or advice to make decisions. Work activities have a direct, but shared, impact on further processes or services, affect the overall efficiency and image of the department, and may have material impact on costs or service quality within the cost center. Incumbents may be responsible for identifying areas of need and for developing proposals that request funding to fulfill those needs.

KSA's (Knowledge, Skills and Abilities)  on a separate sheet of paper, complete the KSA information listed below. Using any standard word processing program, please write a paragraph for each KSA listed describing your knowledge, skills, and abilities. This is your opportunity to express your background and qualifications in each area. Relate the KSAs to the Essential Duties when possible. Explain your qualifications from your background, education, current job and/or previous jobs as they relate to each function. Interview decisions will be based on the information provided.

  1. Computer Skills:   
  2. Professional/Business Office Experience:  
  3. Human Relations/Customer Service:   
  4. Communication:  
  5. Office Management:  
  6. Christian:  

EMPLOYEE BENEFITS: For more information concerning benefits offered to HSU employees, see the  HSU Benefits Summary  on the HSU website.

EEO / ADA Statement:  

As an Equal Opportunity Employer, HSU complies with all applicable anti-discrimination laws including those prohibiting discrimination on the basis of age, sex, pregnancy, race, color, national origin, disability, genetic information and military service. HSU is a private university affiliated with the Baptist General Convention of Texas, and may lawfully consider an applicant's religion as a selection criterion. HSU is committed to hiring faculty and staff who share an active Christian faith and fully support HSU's mission.

In accordance with the Americans with Disabilities Act (ADA), HSU provides reasonable accommodation to qualified applicants and employees with disabilities unless the accommodation would impose an undue hardship on the organization or would change the essential functions of the job. Requests for reasonable accommodation should be directed to Human Resources.

Background Screen

HSU does not discriminate on the basis of race, color, age, sex, disability, genetic information, national or ethnic origin in employment opportunities, in keeping with applicable state and federal law. HSU is committed to maintaining a safe and secure campus environment and protecting the university's financial and physical assets. Therefore, Hardin Simmons University conducts background checks. Depending on the position applicants may also be required to consent to a credit check as part of the background check process. As a non-profit institution of higher education committed to Christian faith and values, the University exercises its rights under state and federal law to use religion as a factor in making employment decisions. Minorities and women are encouraged to apply.

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