Associate Director, Professional Development Program Operations and Systems

Department

UCPE Professional Development Programs

About the Department

Innovative, career-driven learning experiences define University of Chicago Professional. In our commitment to spread the University's knowledge as broadly as possible, we offer impactful and flexible programs and courses that introduce individual and corporate audiences to up-to-the-minute research, the latest standards in their field, a new professional network, and the University of Chicago's rich intellectual community. Our instructors, seasoned professionals all, deliver unparalleled expertise drawn from years of industry experience. We give our students the tools to succeed in our fast-moving, interconnected world and achieve a competitive edge at any stage of their careers.

Job Summary

Reporting to the Senior Director of Professional Development Programs and Registration, the Associate Director of Professional Development Program Operations and Systems leads strategic and operational efforts for a portfolio of non-credit professional development certificate programs. This role oversees centralized registration, student records, and student account operations; supervises program and registration functions; and ensures effective use of student information and learning management systems. As a subject matter expert, the Associate Director advises on operational strategy, policy interpretation, and system optimization to maintain accurate, compliant, and scalable program operations while delivering a high-quality student experience from enrollment through completion.

Functioning with minimal oversight, the Associate Director develops, implements, and refines processes that support the full program lifecycle, including student onboarding, registration, course delivery, and program completion. Working closely with academic and administrative partners, the role improves workflows, strengthens system usage, and enhances communication and operational support to benefit both students and instructors. By balancing strategic planning with hands-on management, the Associate Director ensures that professional development programs are delivered consistently, compliantly, and in support of program growth and student success.

Responsibilities

• Provides strategic leadership and independently oversees operations for program management, registration, and systems that support professional development programs. 
• Serves as the primary operational authority for program and registration systems, making decisions on process design, system configuration, and workflow optimization. 
• Supervises, mentors, and evaluates staff responsible for program management and registration operations, exercising discretion in performance management, workload allocation, and priority setting. 
• Establishes clear operational procedures and performance expectations to ensure consistent and high-quality service delivery.
• Develops and delivers training programs to ensure staff proficiency in student information systems, registration platforms, and related operational tools.
• Monitors system usage and operational workflows to ensure accurate data management and effective use of institutional systems.
• Identifies operational inefficiencies and leads the design and implementation of solutions, exercising independent judgment in prioritizing and executing improvements.
• Collaborates with internal departments and external partners to support institutional initiatives and improve the overall student experience.
• Evaluates, assigns, and prioritizes tasks to ensure operational effectiveness and timely completion of program and registration activities.
• Supports system upgrades, workflow changes, and the implementation of new technologies that improve registration and program administration.
• Develops documentation and internal guidelines that standardize processes and support staff training and continuity of operations.
• Provides strategic oversight of registration operations and student account processes to ensure accurate enrollment management, financial compliance, and effective student communication. 
• Oversees the administration of registration processes, including individual and group enrollments, course changes, withdrawals, and related updates within the student information system.
• Ensures the accurate processing of tuition charges, discounts, billing adjustments, and refunds in accordance with institutional policies.
• Maintains the accuracy, integrity, and confidentiality of student records in compliance with FERPA and University policies.
• Serves as the primary escalation point for complex or sensitive registration, billing, or enrollment issues, exercising independent judgment to resolve matters and establish precedent where appropriate.
• Interprets and applies University financial policies, PCI standards, and audit requirements, making informed decisions in situations requiring discretion.
• Oversees reconciliation and reporting processes related to registration and tuition transactions.
• Partners with Finance, the Bursar’s Office, and Benefits Offices to ensure accurate and timely transfer of funds associated with tuition payments, benefits, or other financial arrangements.
• Monitors registration and payment workflows to ensure operational accuracy and timely student communication regarding enrollment and billing matters.
• ​Uses in-depth knowledge and experience to administer the delivery of services to program participants and/or beneficiaries such as communicating with programs sponsors and academic advising for undergraduate students.
• Develops and communicates program priorities and performance standards and assesses operations using these criteria. Plans and conducts quality assurance reviews and recommends changes as appropriate.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications 

Education: 

• Bachelor’s degree in a relevant field.
• Graduate degree strongly preferred.

Experience: 

• Progressively responsible experience in higher education administration, professional education, or a related complex organizational environment.
• Demonstrated experience overseeing program operations, student services, or registration-related functions.
• Supervising staff and providing functional leadership, coaching, and performance management.
• Proven ability to manage complex workflows, competing priorities, and high-volume processes in a deadline-driven environment.
• Partnering effectively with cross-functional stakeholders such as finance, HR, IT, bursar, and academic or instructional teams.
• Demonstrated success leading process improvement initiatives, documentation, and staff training.

Technical Skills or Knowledge: 

• Working with student information systems, registration platforms, CRM tools, or learning management systems.
• Familiarity with FERPA, student records management, and compliance-related processes.
• Familiarity with VA education benefits strongly preferred.
• Understanding of non-credit registration and student information systems, such as Lifelong Learning Extended Education f/k/a Destiny One or similar platforms.
• Skilled in CRM tools including Slate or similar platforms, and learning management systems such as Canvas.
• Proficient in Microsoft 365 and related productivity tools.​

Preferred Competencies

• Strong organizational and project management skills, with attention to detail and follow-through.
• Demonstrated ability to exercise independent judgment and make sound decisions in complex, high-stakes, or ambiguous situations.
• Analyze data and reports to support operational planning and continuous improvement.
• Exceptional written and verbal communication skills, including the ability to explain policies and processes clearly to diverse audiences.
• Demonstrated commitment to student service, equity, inclusion, and a high-quality learner experience.
• Operate with a high degree of independence while contributing effectively within a collaborative leadership team.

Application Documents 

• Resume/CV (required) 
• Cover Letter (required)
• References Contact Information (3) (preferred)

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$80,000.00 - $95,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

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