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Title: Database Administrator and Operations Manager

Division: Provost's Office

Department: Outreach & Engagement

FLSA Status: Exempt

Salary Range: Annual Salary

EEO Job Group: 3 E3

Position Summary

Manage the administration and operations of the registration/enrollments database, supporting Lifelong Learning and Outreach and Engagement (non-credit) programs at USI. Develop, coordinate, administer, and evaluate Lifelong Learning and Outreach and Engagement (non-credit) programs and activities in fitness and recreation, and in online non-credit programs and training. Coordinate conferences held on- and off-campus in collaboration with programming staff.

Duties/Responsibilities 

Oversee the administration and operation of the Lifelong Learning and Outreach and Engagement open-enrollment program registration/enrollment database, under the direction of the Executive Director of Outreach and Engagement and in collaboration with the Director, K-12 Partnerships and Lifelong Learning, the Content Marketing Specialist for Outreach and Engagement and the Operations Associate:

• When applicable, lead the selection committee process in the research, selection, purchase, and implementation of a fully-automated and user-friendly registration system for Lifelong Learning and Outreach programs to position USI for continued growth and expansion in non-credit program offerings, as determined by the Executive Director of Outreach and Engagement.
• Serve as the primary contact with university IT professional staff and the database vendor during selection (when applicable), implementation, updates, and maintenance of the system.
• Install and test new system versions as needed.
• Work collaboratively with university IT professional staff and database vendors to ensure provision for data security, backup, and recovery.
• Ensure data is clearly defined and remains consistent across the database.
• Design workflow for Lifelong Learning and Outreach programs, professional and administrative staff.
• Ensure workflow and security is compliant with all university, government, and professional policies, regulations, standards, and best practices.
• Create and update database documentation as needed to clarify internal workflows, definitions, standards, policies, and procedures.
• Provide training and support to all users of the Lifelong Learning and Outreach database.
• Establish the needs of users and monitor user access, the appropriate level of permissions, and security
• Provide capacity planning for enrollment growth.
• Serve as primary troubleshooting expert for end-users, including Lifelong Learning and Outreach staff, as well as the general public/participants who access self-registration from the web.
• Provide primary customer service by phone, email, and in person to Lifelong Learning and Outreach staff and to the general public/participants who encounter database system problems. Develop creative and effective solutions in critical situations, working with multiple internal and external parties to provide desirable solutions for clients, registrants, and employees on a daily basis.
• Monitor system performance and manage parameters to maximize efficiency and quick response times for general public/participant self-registration on the web.
• Develop, manage and test backup plans for the system.
• Develop customized reports as needed.
• Work closely with the Director of K-12 Partnerships and Lifelong Learning, the Content Marketing Specialist for Outreach and Engagement and the Operations Associate on the development and updates of the system for cataloging and displaying courses and instructor bios and the creation of targeted marketing plans to include the gathering, reporting, and exporting of data for targeted email lists.
• Communicate regularly with Lifelong Learning and Outreach program staff to ensure database integrity and security.
• Works closely with the Executive Director of Outreach and Engagement and the Director of K-12 Partnerships and Lifelong Learning to facilitate continual improvement efforts to ensure the efficient and effective procedures are maintained for customer and staff satisfaction; recommends and implements system changes necessary to maintain an organized and efficient operation.
• Oversee the Continuing Education Unit (CEU) functions for Lifelong Learning and Outreach and Engagement programs, and ensure database and supplementary documentation are complete and maintained for CEU transcripts.
• Serve as a liaison between the database vendor, USI’s IT/Blackboard coordinator, Online and Adult Learning, and the Director of Corporate Partnership and Customized Training to develop and support the integration and functioning of customized training courses hosted in Blackboard, including accurate transcripts.

Manage Lifelong Learning and Outreach and Engagement budgets with the Executive Director of Outreach and Engagement. Manage department purchasing and billing processes. Assist others in the department in interpreting financial data.

Work closely with the Operations Associate and Lifelong Learning Coordinator, performing daily deposit duties, ensuring coverage each day, and ensuring compliance with funds-handling guidelines and the security of funds.

Work closely with the Operations Associate to provide guidance and assistance to all Outreach and Engagement employees who submit and approve timesheets or perform other payroll-related duties, including approving Assignment-Acceptance/Payroll Notifications and routing Stipend Compensation forms for program and project consultants, ensuring compliance with university payroll processes and procedures.

Manage on-site registration functions for assigned conferences, courses, and programs offered through Lifelong Learning and Outreach and Engagement.

Schedule Lifelong Learning personal enrichment, fitness and recreation, online non-credit, online industry-recognized certifications and other courses as assigned; including hiring instructors, arranging facilities, coordinating catering and procuring supplies.

Develop new Lifelong Learning or Outreach and Engagement courses as appropriate. Coordinate activities and serve as key contact for academic departments offering credit/noncredit courses.

Work with other academic partners across campus and programming staff to plan and implement one-day and multi-day academic conferences on- and off-campus, as applicable.

Assist with all setup and enrollment/check-in for Lifelong Learning and Outreach and Engagement programs and events on and off campus, as applicable.

Act as an information resource for all staff in Outreach and Engagement.

Authorize USI employee fee waivers for noncredit courses in accordance with USI guidelines, policies and procedures.

Utilize the Banner system to generate reports and provide budget information.

Work with Program Coordinators, the Director of K-12 Partnerships and Lifelong Learning, the Content Marketing Specialist for Outreach and Engagement, and the Executive Director of Outreach and Engagement to determine whether to hold or cancel noncredit courses based on break-even enrollment thresholds, and to communicate those decisions to Senior Program Associates and enrolled participants.

Serve as the primary liaison with the vendors of content providers for Lifelong Learning online courses and industry-recognized certifications, such as Ed2Go, JER, VESi and other vendors as assigned. Track, build reports, and reconcile enrollment and revenue records between vendors and USI to ensure accuracy.

Review and approve contract training invoicing and supporting documentation, and submit to USI’s Business Office for billing.

Prepare invoicing and supporting documentation for specialized partnership/contract agreements and reimbursements, such as, but not limited to, Tri-State Industrial Safety Council program-related hosting services, Toyota Motor Manufacturing Indiana translation services, marketing services for retirement courses, and submit to USI’s Business Office for billing.

Oversee Outreach and Engagement’s designated University Center (UC) computer lab, Room 2229, for the University in collaboration with Special Events.

Other duties as assigned.

Required Knowledge and Skills

• Bachelor’s degree in business, accounting, finance, public administration, education, or related field, or the equivalent combination of experience and education required.
  
  
• Three years of experience in database operations, database administration, or information technology is required.
  
  
• Three years of business operations experience required.
  
  
• Prior experience in educational programming, training, or event management required.
  
  
• High degree of initiative, sound judgment/decision-making ability, and the ability to maintain confidentiality are required.
  
  
• Ability to work independently and collaboratively with a team.
  
  
• Ability to handle multiple tasks simultaneously and prioritize assignments.
  
  
• Extensive knowledge of Microsoft Office, particularly Excel, Word and Outlook required.
  
  
• Must be capable of investigating, analyzing, managing and creating reports from data within the database system to support Lifelong Learning and Outreach and Engagement program registration/enrollment functions.
  
  
• Knowledge of basic accounting skills, including the ability to read and interpret financial reports, is required.
  
  
• Demonstrated problem-solving ability required.
  
  
• Excellent verbal communication skills required.
  
  
• Ability to learn and adapt to new and evolving processes.

Preferred Knowledge and Skills

• Five years of experience in database operations, database administration, or information technology preferred.
  
  
• Three years of experience in an operations role in higher education preferred.

Functional Requirements

The position requires:

• Remaining in a stationary position at a desk or work station for extended periods of time for the majority of assigned duties.
  
  
• Occasional physical access to other work stations and other departments and meeting rooms as required for events, meeting, and training purposes.
  
  
• The use of computers and computer systems (hardware and software) to set up functions, enter data, create documents and spreadsheets, and process information.
  
  
• Effective problem solving and the presentation of a professional demeanor while meeting deadlines and achieving critical outcomes, even under demanding conditions such as multiple priorities and short-notice deadlines.
  
  
• The presentation of a consistently professional demeanor at all times, even in difficult, negative or frustrating situations.

Regular Work Hours/Travel Requirements

• Standard work hours are Monday - Friday from 8:00 a.m. through 4:30 p.m.
  
  
• Frequent irregular or extended hours are necessary during peak enrollment periods and special programs.
  
  
• Occasional travel within the region required.

About USI   

The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 11% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Vacation and sick time
• Holiday pay
• Free access to Recreation, Fitness & Wellness Center.
• Access to on-campus University Health Center and Dental Hygiene Clinic.

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.

• Resume
• Cover Letter

Search Committee Chair:

If you have questions about the open position, please contact Ms. Dawn Stoneking, search committee chair, at dstoneking@usi.edu.

Best Consideration Date:

For best consideration, please submit materials by April 20, 2026.

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the Associate Director of Human Resources, Constance Hermann, at cjhermann1@usi.edu or (812) 461-5363. Contacting the Associate Director of Human Resources is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at HumanRes@usi.edu or (812) 464-1815.

EEO Statement

USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities