Martha Cotto
Bronx
Summary
Strategic Higher Education Registrar and Records Management leader with more than 25 years of experience directing registrar operations, student records administration, enrollment services, and regulatory compliance. Proven success in leading cross-functional initiatives, improving administrative processes, and optimizing student information systems to support institutional effectiveness and student success. Extensive expertise in FERPA compliance, accreditation standards, academic records management, and policy implementation. Recognized for collaborative leadership, operational excellence, and delivering exceptional services to students, faculty, and staff.
Overview
1
1
Certification
29
29
years of professional experience
Work History
Chief Registrar
Institute of Culinary Education
New York
11.2014 - Current
- Direct all operations of the Office of the Registrar, ensuring the integrity, accuracy, security, and confidentiality of academic records.
- Manage academic calendars, start dates, terms, course schedules, curriculum data, faculty assignments, and classroom capacities within the Student Information System (SIS).
- Supervise the certification and processing of approximately 600 graduates annually, ensuring timely degree conferral and 100% accuracy of academic records.
- Manage graduation audits and degree certification for more than 7,000 graduates throughout tenure while maintaining compliance with institutional and accreditation requirements.
- Oversee graduation eligibility reviews, diploma processing, and transcript certification for all graduating students.
- Successfully lead the Registrar's Office through multiple state, federal, and accrediting agency audits with no significant findings.
- Maintain institutional compliance with FERPA, IPEDS, NSLDS, ACCSC, and VA regulations, contributing to successful accreditation reviews and regulatory inspections.
- Develop quality-control processes that strengthen record accuracy and consistently support successful compliance audits.
- Conduct comprehensive file audits that maintain accurate student records and ensure institutional compliance with federal and accrediting standards.
- Manage academic records for a student population of approximately 600 active students, ensuring data integrity and confidentiality.
- Maintain the accuracy and security of more than 21,000 student records while meeting all institutional and regulatory requirements.
- Lead, train, and mentor a team of 3 Registrar professionals, improving operational efficiency and customer service.
- Implement process improvements that reduce registration processing times and increase departmental efficiency.
- Introduce workflow enhancements that improve collaboration between Admissions, Financial Aid, Academic Affairs, and Student Services.
- Produce and analyze institutional reports supporting executive leadership, accreditation, enrollment management, and student success initiatives.
- Manage the timely submission of all required federal, state, and accreditor reports with 100% on-time compliance.
- Collaborate with Admissions and Academic Affairs to support the successful enrollment and scheduling of over 80 cohorts annually.
- Lead enhancements to the Student Information System that streamline registration, scheduling, reporting, and student records management.
- Partner with Information Technology to improve SIS functionality and increase operational efficiency across departments.
- Collaborate with academic leadership, faculty, information technology, and student services to streamline processes and resolve complex student records issues effectively.
- Lead departmental initiatives supporting operational improvements and institutional effectiveness.
Director, Records and Registration
The Allen School of Health Sciences
Brooklyn
02.2012 - 11.2014
- Directed all registrar functions including registration, academic records, enrollment management, and institutional compliance.
- Developed and implemented academic policies and procedures supporting student registration and records administration.
- Maintained the integrity, accuracy, and security of student records while ensuring FERPA compliance across the institution.
- Managed CampusVue student information system, ensuring efficient program setup, scheduling, and processing of student records and graduation.
- Oversaw new student registration and orientation processes, facilitating smooth onboarding and document collection.
- Managed attendance reporting, enrollment monitoring, withdrawals, leaves of absence, dismissals, readmissions, and satisfactory academic progress (SAP) reporting.
- Partnered with Financial Aid to ensure accurate enrollment reporting and compliance with federal regulations.
- Produced comprehensive enrollment and retention reports, enabling data-driven executive decision-making.
- Collaborated with academic leadership and student services to improve retention and student success initiatives.
Senior Admissions Coordinator
The Art Institute of New York City
New York
05.1997 - 11.2011
- Counseled prospective students and families regarding admissions, financial aid, enrollment requirements, and institutional policies.
- Coordinated enrollment operations and administrative functions to support admissions leadership in achieving enrollment goals.
- Coordinated collection and verification of admissions documentation, transcripts, and financial aid records.
- Collaborated with financial aid, registrar's office, and admissions to ensure timely completion of enrollment requirements for students.
- Monitored enrollment pipelines, conducted follow-up with applicants, and tracked class start readiness.
- Mentored and trained Admissions Coordinators while promoting best practices and customer service excellence.
- Facilitated seamless enrollment experience by acting as liaison among students, admissions staff, financial aid, and academic departments.
Education
Associate of Applied Science -
Technical Careers Institute
New York, NY01-1997
Skills
- Student Information Systems (SIS)
- Registrar Operations
- Enrollment Management
- Student Records Administration
- Academic Records Management
- FERPA Compliance
- Accreditation Compliance
- Financial Aid Compliance
- IPEDS Reporting
- Enrollment Verification
- Graduation Certification
- Registration Services
- Curriculum Scheduling
- Student Lifecycle Management
- Student Status Management
- Document Management
- Policy Development & Implementation
- Process Optimization
- Operational Leadership
- Data Analysis & Reporting
- Employment Outcomes Reporting
- Student Retention
- Cross-Functional Collaboration
- Leadership & Team Development
Certification
- Notary Public, New York, NY
June, 2014 - Present
Timeline
Chief Registrar
Institute of Culinary Education
11.2014 - Current
Director, Records and Registration
The Allen School of Health Sciences
02.2012 - 11.2014
Senior Admissions Coordinator
The Art Institute of New York City
05.1997 - 11.2011
Associate of Applied Science -
Technical Careers Institute