Job Description

JOB DESCRIPTION

POSITION: Project Manager, Academic Records and Systems

DEPARTMENT: Office of the Registrar, AFI Conservatory

LOCATION: Los Angeles Campus

The American Film Institute is a nonprofit organization with a mandate to champion the moving

image as an art form. Established in 1967, AFI launched the first comprehensive history of American

film and sparked the movement for film preservation in the United States. In 1969, AFI opened the

doors of the AFI Conservatory, a graduate-level program to train narrative filmmakers.

PRINCIPAL RESPONSIBILITIES:

The Project Manager, Academic Records and Systems is responsible for assisting with core duties in

the Office of the Registrar and assisting the Vice Dean, Administration. Operating under FERPA

guidelines, and under the guidance of the Associate Registrar, the Project Manager will assist with

the Conservatory’s educational technology systems, primarily the calendaring system 25Live and

the student information services system (SIS). The Project Manager will oversee aspects of

enrollment such as transcripts and verification requests, collection of Fellow enrollment documents,

registration, and Commencement and diploma distribution. In addition, the Project Manager will

assist in developing, analyzing, and maintaining data and provides support for reporting related to

records, surveys, and statistics, and acts as a liaison across the AFI Conservatory to facilitate the

exchange of key information.

PRINCIPAL DUTIES:

Registrar Duties 80%:

• Assist with the core administrative functions and duties that support Fellows for the Office of the

Registrar, which includes basic project management functions and assisting Fellows with

administrative and enrollment requests.

• In collaboration with the Associate Registrar, maintain the Conservatory academic calendar,

including scheduling classes to ensure classes take place within the specified enrollment dates

and accurately reflected on the calendar via 25Live.

• Manage the degree date anticipation for current Fellows in conjunction with the Registrar and

Associate Registrar.

• Manage the collection and importing of incoming Fellow photos and bios and processing of

Fellow IDs.

• Respond to questions from Fellows and faculty related to the use of the Conservatory’s

educational technology systems: 25Live, Campus Café, Canvas, Qualtrics, and Empower.

• Coordinate with the Registrar and Associate Registrar with preparation for, and execution of,

Commencement activities for Fellows.

• Assist the Registrar and Associate Registrar with data retention of Fellow academic records.

• Perform other duties as assigned.

Shared Office Administrative Duties 20%:

• Coordinate in preparation of reports or special projects for the Office of the Registrar and Vice

Dean, Administration which may include but is not limited to document digitization, data cleanup

and data loads into AFI’s technology systems.

• Assist the Registrar and the Vice Dean, Administration with data extraction and contribute to the

production and development of reaccreditation activities and institutional research, reports and

executive summaries that communicate data findings for internal and external stakeholders.

• Coordinate meetings and scheduling for the Vice Dean, Administration.

EXPERIENCE/SKILLS REQUIRED:

• Bachelor’s degree required.

• Minimum 2-3 years experience in a related academic position, with knowledge and experience

operating under FERPA guidelines, and experience with academic records using a student

database.

• Experience working with datasets, including importing/exporting from various sources, merging,

and cleaning data files, and maintaining historical records.

• High level of proficiency and knowledge of educational technologies: Student Information

Systems (Empower and Campus Café), 25Live, Qualtrics, Canvas LMS, or any other similar

data/management systems and standard statistical analysis software preferred.

• Proven project management skills with the ability to take a project from conception through

completion with minimal supervision.

• Strong time management, organizational and multi-tasking skills, and the ability to work

independently and with minimal supervision.

• Highly developed customer service skills with the ability to establish and maintain rapport with

internal and external contacts.

• Exceptional detail orientation with the ability to handle numerous tasks with appropriate followup

and reporting activities with a high degree of accuracy.

• Excellent oral and written communication skills with the ability to convey complex concepts and

procedures in simplistic terms.

• Strong diplomacy skills and professionalism are mandatory; this includes the ability to maintain

complete confidentiality and discretion.

• High level of proficiency on Macintosh computer with Microsoft Word, Excel, and PowerPoint for

a Mac environment.

About American Film Institute

The American Film Institute is a nonprofit organization with a mandate to champion the moving image as an art form. Established in 1967, AFI launched the first comprehensive history of American film and sparked the movement for film preservation in the United States.

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