Director of Academic Records

McKendree University welcomes applications for the position of Director of Academic Records located at its Lebanon, IL campus.  This is a full-time, benefits eligible position.

Reporting to the Provost, the Director leads a diverse staff in effectively accomplishing the operations of the Academic Records Office.  The Director is responsible for developing and maintaining a thorough knowledge of all academic policies and procedures of the university; certifying athletic eligibility; supervising collection and production of permanent academic records; overseeing all aspects of the creation and maintenance of the student registration process; verifying degree completion; serving a vital role in the planning and execution of the yearly Commencement ceremony; monitoring compliance with the Family Educational Rights and Privacy Act; and assisting the Institutional Research Analyst in all institutional reporting and completion of institutional surveys.


  • Academic Records Maintenance:
    • Develop and maintain a thorough knowledge of all academic policies and procedures of the university and serve as a resource for faculty, staff, and students with regard to those policies and procedures.
    • Supervise and sign reporting of permanent academic records:  transcripts, grades, enrollment verifications, student deferments, good student discounts, academic eligibility for various purposes, etc.
    • Supervise evaluation of files for students transferring into the University.
  • Reporting:
    • Supervise and assist the Institutional Research Analyst in all institutional reporting and completion of institutional surveys.
    • Provide data in response to requests made from the Provost, President, faculty, and staff.
    • Prepare a list of candidates for graduation for presentation to the faculty and the Board of Trustees.
  • Registration:
    • Maintain an electronic master course file, and, in consultation with division chairs, supervise creation and maintenance of course sections offered each term.
    • Assign classrooms for all courses offered on the Lebanon campus using the EMS scheduling software for scheduling classes and meetings in campus classrooms.
    • Oversee all facets of setting up the online registration process in student information system (Ellucian).
    • Supervise monitoring of wait list of students following registration.
    • Create and publish the Final Exam Schedule.
  • Academic Progress and Completion:
    • Supervise preparation of Academic Standing reports (probation, suspension, Dean’s and President’s lists) and call the Academic Standing Committee meeting after the fall and spring terms.
    • Supervise creation and maintenance of academic check sheets and four year planning sheets for each degree program; coordinate implementation and maintenance of online program evaluations and online academic plans.
    • Perform a check of degree requirements for senior students to ensure awareness of courses needed for graduation; conduct a final check of graduating student records after they have registered for their last semester to ensure all requirements are met.
    • Verify completion of all degree requirements, post degree information, and coordinate mailing of diplomas.
    • Serve vital role in the planning and execution of the yearly Commencement ceremony, including preparing and publishing all information for students regarding the ceremony.
  • Perform other duties as assigned.


  • Master’s degree in a related field.
  • Three years of experience in a college or university Registrar’s Office or related experience.
  • Knowledge of higher education registration and records maintenance procedures.
  • Expertise in research, data collection, and assessment required.
  • Expertise in use of database and spreadsheet applications required


  • Strong computer skills, including proficiency in use of Microsoft Access, SQL, or other database technologies, and Microsoft Excel.
  • Strong commitment and record of leadership in the application of information technology.
  • Effectively identify and resolve problems and to maintain strict confidentiality related to sensitive information.
  • Knowledge of institutional research methods, assessment, and accompanying technologies.
  • Detail oriented with ability to organize multiple tasks simultaneously.
  • Ability to collaborate with various constituents (students, faculty, staff, and parents) in a calm, respectful manner and willingness to consider other points of view.
  • Ability to communicate effectively, verbally and in writing with an ability to present information clearly and effectively to groups of students.


  • Experience with administration or use of learning management software, such as Brightspace for assessment, and familiarity with a student information system, such as Ellucian software.
  • Expertise in effectively presenting to a group and training others.


Office environment; 40 hours per week, normally 8:00am – 5:00pm; some evening and weekend work may be required.

McKendree University, Illinois’ first and finest, is a private university in Lebanon, IL, just 25 minutes from downtown St. Louis, home of the 11-time World Series champs (St. Louis Cardinals) and the 2019 Stanley Cup winner (St. Louis Blues). St. Louis also boasts a wonderful zoo, a first-rate botanical garden, a vibrant art scene (both performing and visual), and a plethora of top-notch restaurants. 

Interested candidates should send a letter of interest referencing job #DAR98 with a resume/CV and contact information for three professional references to the Director of Human Resources at

McKendree is an ADA/EEO/Vet/Disabled employer committed to enhancing the cultural and gender diversity of the campus. All qualified candidates are encouraged to apply.