Assistant Registrar – Washington University School of Medicine

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  • Post Date: June 22, 2022
  • Apply Before: August 2, 2022
  • Applications 0
  • Views 6
Job Overview
Position Summary
Key oversight role for assuring proper measures are in place for the critical assurance of secure access to, maintenance of, and integrity for all WUSM academic records, with emphasis on general student records oversight in compliance with approved policies and procedures established in cooperation with the leadership of the Registrar.

Primary Duties & Responsibilities

Student Records Related Responsibilities & Data Integrity Assurance:

  • Manages academic records for all current and former WUSM students in cooperation with the Registrar: responsible for the creation and maintenance of the electronic student academic record, with extensive use of a variety of electronic systems including: SIS, Omnibus, OASIS, and any future systems; management of physical files, checking on office’s archival file contents log for accuracy, etc.; oversight for scanning of permanent record elements, including microfilming, for all graduates.
  • Responsible for final year-end degree audits.
  • Monitoring and supervisory responsibility for the following student records-related processes in cooperation with the Registrar: transcript production, enrollment/degree verifications, and various licensure certifications; grades completion and/or grade changes for all MD students; course/clerkship scheduling; facilitation of administrative WUSM student registrations, including both core and selective/elective courses, as well as ongoing registration-related update procedures, adds, drops, etc.; student awards processing; management of the Criminal Background Check (CBC) process; verifications of student status, VA certifications, and loan deferments; miscellaneous enrollment and statistical reports, including various LCME, AAMC/SRS, and/or accreditation related reporting requests;
  • Upper-level responsive attention to numerous requests for information from all constituents, serving as first-point support contact for Registrar.

Administrative Oversight:

  • Provides first-point advice and backup for Registrar as needed to assure full office needs coverage and quality student/constituent support.
  • Responsible for compilation of confidential materials for Committee on the Academic and Professional Evaluation of Students (CAPES) and other committees, nearly monthly, including scheduling of related meetings, room reservations, agenda preparation and distribution, and transcribing of minutes, etc.
  • Provides backup support for tuition postings, remissions, financial aid scholarship records, and other financial transactions on limited basis, when needed (including check requests approvals, PO requests, and travel reimbursements).
  • Provides key input on documentation and training needs (i.e., documentation detailing numerous formats of and locations for student records, student info systems, procedural documentation, etc.).
  • Oversees system profiles and user accounts (i.e., via ConnectAdmin, Oasis user mgmt., etc.).

Systems Analysis, Design, Implementation, and DBS Management:

  • Assesses needs, analyze options, design new procedures, coordinate both IT-based and manual-based effective solutions, etc. (e.g., development work for exploring solutions to track MD student progress via effective “change of status” records, and other procedural enhancements where needed).
  • Provides leadership in coordinating the implementation of IT-based solutions working to advance the efficiency and integrity of the academic records in collaboration with multiple parties/departments.
  • Provides training when needed, along with on-going support for a myriad of systems (i.e., SIS, WUCRSL, OMNIBUS, OASIS, CANVAS LMS in some instances, Web information, etc.).
  • Facilitates acceptable integration solutions between various records systems.
  • Time-intensive data and system testing, critically needed in an environment of new system implementation.
  • Troubleshooting system problems as needed during on-going automation of procedures (e.g., running checks using SQL-based queries to determine email addressing inconsistencies within WUSM student population, updating system control tables as in those that control OASIS student performance evaluations, explore options for enhancements to faculty/student directory look-up systems, etc.).

Liaison Role:

  • Serves as representative or ambassador for WUSM student records across numerous constituents and settings as directed by the Registrar, attending inter-departmental meetings to help build cohesive support; meetings may include: facilities planning, curriculum committee meetings, student information systems planning meetings, etc.
  • Maintains professional discretion and confidentiality.
  • Professional leadership skills called upon while serving as liaison between academic records office and numerous WUSM-related constituents including: Office of Medical Student Education (OMSE), Allied Health program area contacts (Physical Therapy, Occupational Therapy, Audiology & Communications, etc.), the Danforth campus community, plus vendors, donors, students, parents, alums, and faculty.
  • Work involves contact with School of Medicine program representatives, contact with students, faculty, and staff, as well as contact with various vendors as needed; all contact and support is required to be done with complete professional discretion and assurance of confidentiality.

Special Events & Projects:

  • Team collaboration of annual MD student orientation registration day.
  • Team collaboration of annual MD graduation ceremony events.
  • Seasonal office support for orientation and commencement activities. This work includes preparation of graduation documents, including scanning and working with diplomas, etc.
  • Coordination of new initiatives and miscellaneous special projects, as assigned (i.e., due to the nature of an academic environment where Deans, faculty, and policies will invariably change over semesters.).

Working Conditions:

  • Remote or Normal office environment involving normal lifting, carrying items, etc.
  • Office work area is typically an open-air cubicle type space where there may often be frequent interaction with all constituencies.
  • Employee should expect interruptions and recognize the need for multi-tasking.

Required Qualifications:

  • Baccalaureate degree required, plus four or more years of higher education-related experience.
  • A high school diploma or equivalent certification plus ten years’ experience in a higher education registrar position may substitute for a degree.

Preferred Qualifications:

  • Advanced graduate coursework strongly desired. Advanced degree preferred and/or seeking advanced degree.
  • Higher education experience and direct experience in a Registrar’s Office are strongly desired.
  • Integrity, discretion, confidentiality, solid work ethic, and sound judgment skills are essential.
  • Ability to interpret and apply guidelines and policies using consistent logic and fair treatment.
  • Aptitude for gathering and analyzing data to formulate solutions to problems, including strong ability to write code for running electronic queries needed for report generation.
  • Organizational skills, coupled with flexible thinking required, plus willingness to take on new initiatives.
  • Conscientious, resourceful, and courtesy-oriented temperament with an openness to diversity.
  • Ability to use various word processing packages and general office equipment, plus an understanding of scanning, uploading, downloading, and electronic processing, as well as exposure to electronic spreadsheets and databases, as well as knowledge of website editing required.
  • Strong interpersonal and verbal/written communication skills are essential.
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