Registrar, Office of Medical Education, School ofMedicine
Benefits of working at VCU
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Job Code 35911Y-35913Y
Recruitment Pool All Applicants
Posting Number req5864
Unit School Of Medicine MBU
Department SOM OME
Department Website Link
Location VCU
Address 907 Floyd Ave, Richmond, VA 23284 USA
Duties & Responsibilities
Virginia Commonwealth University (VCU) School of Medicine is apremier academic medical center located in the heart of Richmond.Accounting for almost half of VCU’s sponsored research, the Schoolof Medicine is internationally recognized for patient care andeducation.
Virginia Commonwealth University is an equal opportunity,affirmative action university providing access to education andemployment without regard to race, color, religion, nationalorigin, age, sex, political affiliation, veteran status, geneticinformation, sexual orientation, gender identity, genderexpression, or disability.
Position Summary and Primary Responsibilities:
Virginia Commonwealth University's School of Medicine seeks aRegistrar to provide critical oversight of the administration andmanagement of academic records and student services within theschool. The Registrar plays a pivotal role in ensuring theaccuracy, integrity, and security of student academic records whilesupporting the institution's academic policies and procedures. TheRegistrar serves as a key liaison with University EnrollmentServices, Financial Aid, students, alumni, staff, faculty, andadministration of the School of Medicine to ensure seamlessenrollment and registration. This position manages studentenrollment for medical students, serves on scholarship and studentperformance committees, and provides expertise on the developmentof policies and data reports. This position ensures academicoperations are compliant with the education-related university,state, and federal standards, regulations, and accreditationrequirements. The position advises students and ensures compliancewith graduation requirements.
Core Responsibilities:
- Student Records Management:
-Maintain accurate and up to date student records (current andpast) including tracking of grades, processing grade changes,tracking academic actions, and ensure completion of graduationrequirements.
-Ensure the integrity, confidentiality, and security of studentacademic records.
-Manage the process of student enrollment, course registration andgrade reporting.
-Perform routine audits of student data, grades, schedules,graduation requirements, and transcripts in school, university, andnational student databases. - Academic Policies & Compliance:
-Ensure compliance with university, state and federal regulationsregarding student records and data privacy.
-Interpret academic policies, procedures and regulations.
-Oversee the student eligibility certification process for theUSMLE licensing exams and provide generate reports and statisticsrelated to performance.
-Prepare reports for and serve as a resource member of scholarship,student progress, and promotion and advancement committees toensure adherence to school and university policies.
-Serve as a resource for faculty, staff, and students regardingacademic policies and requirements. - Registration & Enrollment:
-Oversee and manage School of Medicine student registrationprocess, including the scheduling of classes and the management ofcourse offerings.
-Coordinate with departments to ensure that course schedules meetthe needs of students and faculty.
-Monitor student enrollment status and manage process related toadding/dropping courses with Banner, withdrawals and leaves ofabsence and other designations. - Graduation & Degree Certification:
-Oversee the verification, creation and issuance of certificationletters and documentation for current and former medical studentsfor board licensure, degree certification, and residency andfellowship applications.
-Oversee the completion of graduation requirements, create aprocess for senior checkout prior to graduation, and compile andcreate diplomas and other essential materials for graduation
-Serve as primary point of contact for OME with all graduationplanning and events
-Serve as point of contact and coordinator of the annual StudentHonors Day. - Data Management & Reporting:
-Determine annual student enrollment figures and oversee theadvancement of student class levels in school, university, andnational student record systems.
-Independently prepare statistical reports and documentation forinternal school and university reports, accreditation, and otherexternal organizations as needed.
-Collaborate with the university registrar, School of MedicineDeans, Office of Financial Aid and SOM-Tech to develop a widevariety of data reports needed for day-to-day operations,accreditation needs, and special projects.
-Prepare student rank reports, including the determination ofeligibility of preclinical “Distinction, ” Alpha Omega Alpha andscholarship eligibility.
-Centrally monitor, maintain, and create relevant reports from avariety of School of Medicine databases including Banner, AAMC,LCME, Texas Star, NRMP, USMLE, and other residency matchingplatforms. - Advising & Support Services:
-Create the Medical Student Performance Evaluations (MSPE)including advising students on writing noteworthy characteristics,compiling relevant academic information, and creating datavisualizations. Review information with faculty and students toensure accuracy and submit to relevant residency matchingprogram.
-Advise students on the residency matching process and residencyonboarding documents and requirements.
In partnership with the Assistant Registrar, address and resolvestudent inquires and issues related to registration andrecords. - Technology & Systems Management:
-Oversee School of Medicine registrar systems and operations andensure compliance with LCME accreditation standards, FERPAguidelines, federal and state law, and university and School ofMedicine policies and standards.
-Ensure that technology meets the needs of the registrar’s officeand support efficient operations.
As needed, train staff and faculty on the use of academic systemsand tools. - Leadership & Staff Management:
-Supervise and mentor the Student Affairs Coordinator/AssistantRegistrar position.Provide training and professional developmentopportunities.
-Foster a collaborative and inclusive work environment thatpromotes teamwork and high performance.
Identify best practices and optimize processes, procedures, andpolicies to maximize student and stake-holder centeredenvironment
-Participate in meetings involving discussions of student statusand enrollment. - Other Duties as Assigned:
-Serve as a notary for the Office of Medical Education.
-Provide support for the Gold Humanism selection process.
-Undertake additional tasks and responsibilities as required tosupport the goals and objectives of the Office of Medical-Education and the School of Medicine at large.
-Adapt to changing institutional needs and contribute to specialprojects or initiatives as necessary
Position will remain open until filled.
The School of Medicine continuously strives for our workplace andlearning environment to reflect the demographic and social milieuof the communities we serve. All qualified applicants areencouraged to apply.
VCU is committed to hiring veterans! VCU will include a veteran'speriod(s) of military service in the calculation of their annualleave accrual rate. This may provide veterans with an increasedleave accrual!
Qualifications
Preferred Qualifications
- Master’s degree in Higher Education Administration, EducationalLeadership or related field preferred.
- Experience in medical school setting is highly desirable.
- Knowledge of Banner, REDCAP, and various learning managementsystems preferred.
- Notary preferred, but position will be required to become anotary within 2 months of employment.
Minimum Qualifications
- Bachelor’s degree or equivalent experience within aninstitution of higher learning required.
- Significant administrative experience working in highereducation, with progressive responsibility in registrar or relatedroles.
- This position requires demonstrated strong interpersonal andorganizational skills along with strong oral and writtencommunication skills.
- Strong attention to detail is required.
- Able to work independently and problem solve with minimalguidance and as part of a team.
- Leadership and supervisory skills, with the ability to manageand develop a team.
- Strong analytical and problem-solving skills, to includeproficiency with information and data management applications:databases, spreadsheets, queries and reports.
- Able to establish priorities, manage multiple activities andensure the timely completion while remaining flexible to balancedynamic stakeholder needs.
- Able to create and maintain spreadsheets and effectively managedata base information.
- Commitment to advancing diversity, equity and inclusion.
FLSA University Employee
Job FTE 1
Exemption Status Exempt
Restricted Position No
E-Class UF - University Employee FT
Job Category
ORP Eligible Yes
Salary Range Commensurate with Experience
Compensation Type Salaried
Target Hire Date 8/16/2024
Contact Information for Candidates
Brittany Usera
[email protected]
Documents Needed to Apply
