Director of Student Records

Job Description

Position: Director of Student Records
Institution: The Pontifical Faculty of the Immaculate Conception (PFIC)
Location: Washington, DC (Full-time, In-Person)
Reports to: Dean of the Faculty

Position Summary
The Pontifical Faculty of the Immaculate Conception is a small but active graduate school and seminary, serving Dominican friars, other religious, seminarians, and priests, and a diverse body of lay students. It offers multiple degrees, both ecclesiastical and civil.
The Director of Student Records, functions as the Registrar, ensuring the effective academic operations of the school, including the admission and enrollment of students, the ongoing assessment of programs, and the school's interactions with accrediting agencies. The position requires an individual who is detailed-oriented, collaborative, dependable, and adept at handling many varied responsibilities. Candidates should display a commitment to the Catholic identity and ecclesial mission of the Pontifical Faculty.

If you have questions, contact dean@dhs.edu.

Key Areas of Responsibility
1. Academic Records & Degree Integrity
Process transcripts, enrollment verifications, and diplomas.
Conduct regular audits to ensure students meet both civil accreditation requirements and canonical standards for ecclesiastical degrees.
Manage the course catalog and assist the Dean with academic calendar planning and classroom scheduling.
2. Enrollment & Student Services
Process applications from initial inquiry through enrollment.
Partner with the Treasurer to facilitate student financial aid applications
Oversee the resident visa process (SEVIS/I-20) for international students and clergy.
3. Accreditation, Assessment & Data Analysis
Act as the primary point of contact for civil regulatory bodies and accrediting agencies (e.g., ATS, MSCHE).
Assemble, analyze, and report data for programmatic assessment and institutional reporting.

Qualifications & Requirements
Education & Experience:
Required: Bachelor's degree; at least 2 years of experience in academic advising, student services, registrar operations, or related higher education roles
Preferred: Master's degree; experience with Populi (SIS) or similar database management systems.
Technical Skills:
Proficiency in Microsoft Office (Advanced Excel), Adobe Acrobat, and InDesign.
Attention to detail and strong organizational skills

Mission & Faith Requirements:
As a representative of the Dominican Province of St. Joseph and the PFIC, applicants must be practicing Catholics in good standing who assent to and profess the Catholic faith in its entirety as presented in the Catechism of the Catholic Church.
Willingness to represent the PFIC in public and participate in/lead Catholic prayers as part of the institutional community.

Compensation & Unique Benefits
Salary: $80,000-$90,000 (commensurate with experience).
Medical benefits and a retirement plan.
Generous Leave: In addition to 2 weeks of paid vacation and public holidays, the PFIC provides paid leave for Catholic Solemnities (e.g., St. Joseph's Day, the Triduum) and an extended Christmas Break (Dec 21 - Jan 2).

About the Employer

As a Roman Catholic pontifical institution belonging to the Order of Preachers and serving its evangelizing mission, enriched by the study of sacred doctrine, the Dominican House of Studies is committed to forming its students in Catholic theology, grounded in the Word of God, shaped by the tradition of the Church, and enriched by philosophy. In this endeavor, it is faithful to the fullness of the magisterial teaching of the Catholic Church and committed to communicating that teaching in full. It takes St. Thomas Aquinas as its privileged teacher, in dialogue with contemporary thought.