Job Summary
The Records Services Supervisor position is a specialized role unique to the IU School of Dentistry. The recorder position handles class registration and more for all of the Doctor of Dental Surgery (DDS) students. This position oversees student records management and serves as the primary resource for processes related to class registration, enrollment, academic records, graduation tracking, and compliance with university and accreditation requirements.
Department-Specific Responsibilities
- Coordinates academic calendars, term dates, and scheduling data.
- Serves as departmental liaison with the IU Indianapolis registrar's office.
- Administers student registration, course rosters, and graduation clearance processes.
- Reviews, submits, and approves grade reporting and e-grade change requests.
- Produces and maintains the dean's list, GPA calculations, class rank, and scholarship eligibility data.
- Processes course amendments and new course submissions through the CARMIN system.
- Monitors and manages enrollment holds, fee remits, and related reporting.
- Monitors academic levels in Student Information System (SIS) and manually updates records for the International Dentist Program (IDP) and irregularly enrolled students, student record management, and scheduling for dental hygienist and dental assistant students.
- Prepares education verifications and official academic letters upon request.
- Prepares and manages internal degree plans for predoctoral and international dental students.
- Collaborates with team members in academic affairs, student services, and admissions as needed to fulfill the mission of the office.
General Responsibilities
- Hires, trains, schedules, and monitors work product of data entry staff; ensures accuracy and completeness of operations; ensures smooth flow of operations.
- Oversees processing of all employee and payroll forms.
- Serves as informational resource to staff; provides technical guidance; assists staff in resolving problems involved with operations; answers staff questions regarding policies and procedures.
- Responds to outside inquiries regarding operations; investigates and resolves problems, complaints, or discrepancies.
- Monitors inventory of office supplies and forms; orders as necessary.
- Compiles and analyzes data entered and prepares any needed reports.
- Analyzes operations and makes recommendations on improvements.
- Oversees the maintenance of any required files.
- Evaluates forms used in collecting data; recommends improvements.
