POSITION OBJECTIVE

Working under minimal supervision, the assistant registrar will be responsible for enhancing the effectiveness of the School of Medicine Office of the Registrar by providing in-depth student records audits, maintenance and quality control. Academic records represent permanent documentation of university education. Maintaining accuracy and integrity in academic records is the most critical function performed by the department, and is vital to the university as a whole. This person will be expected to function with a high level of awareness for protecting sensitive information, as well as working closely with the University Registrar’s office.

The assistant registrar, as well as all positions within the School of Medicine Office of the Registrar, is responsible for ensuring the integrity and professional conduct of the office is maintained.  The assistant registrar will maintain the efficiency and efficacy of departmental processes by identifying areas of improvement, participating in the department’s cross-functional efforts, documenting processes, and promoting the collaborative work within the department.

ESSENTIAL FUNCTIONS

1. Prepare, submit, analyze and audit a large volume of data checking programs to ensure student data accuracy and validity. Perform continuous audits of active student records into the main student information system and monitor the transition to permanent individual student records. Develop and implement data integrity checking and resolution procedures. Create and supervise a process for regularly auditing academic records to include random selection of records to analyze grading audit trails, records accuracy, database log research, and other critical factors in records accuracy and integrity. Research and analyze historical documents to determine correct procedures for updating and maintaining academic records from various time periods. Ensure academic records integrity. (25%)

2. Work closely with the University Registrar’s office in order to ensure the School of Medicine Registrar’s office is in compliance with University policies and procedures, and that the integrity of academic data is maintained. Audit curriculum data to ensure compliance with university policies and procedures; manage quality of all School of Medicine transcripts and student record data. (15%)

3. Coordinate system processes and activities for the Electronic Residency Application Service (ERAS). Audit the ERAS system to verify records are accurate.  Act as the liaison to the ERAS representative.  Ensure systematic processes are maintained in order to administer the database efficiently and effectively. (10%)

4. Design and lead projects related to academic records and associated business systems.  Analyze, standardize and automate business processes to improve efficiency and productivity. Diagnose problems found with software and recommend solutions. Research and recommend best practices for all electronic and paper records management. (10%)

5. Manage and oversee the verification process of student and alumni academic records and enrollment. Provide technical support to help departments resolve system related issues pertaining to curriculum course offerings and the posting of grades. (10%)

6. Oversee all aspects of in-person and on-line registration. Audit on-line registration data to ensure compliance with university policies and procedures. Research and respond to requests for enrollment requests as requested. Forecast anticipated number of School of Medicine candidates for graduation. (10%)

7. Collaborate with Society Deans to monitor Case School of Medicine student academic progress in order to meet with and advise third and fourth year medical students, individually and in large groups, regarding scheduling procedures, graduation requirements, and required program coursework.  Oversee the preparation of university diplomas for School of Medicine graduates. Manage student records to ensure the accuracy of the degree being awarded. Work closely with the University Registrar’s Office in the management of diploma activity and coordinate School of Medicine activities involving the accuracy of diploma orders and certification. (10%)

8. Manage and coordinate the annual Match Day event for the School of Medicine. Provide consistent, reliable and appropriate information to students, faculty and external contacts via on-line communications (10%)

NONESSENTIAL FUNCTIONS

Perform other duties as assigned.

CONTACTS

Department: Regular contact with co-workers.

University: Work closely with School of Medicine Society Deans.  Work closely with members of the Administrative Computing department in planning, establishing requirements for and completing departmental information service requests. Work closely with registrars and other key school liaisons for resolving decentralized data issues.

External: Occasional vendor contact and research related to records management, specifically representatives from ERAS, NRMP, VSAS, NBME, and USLME. Regular contact with representatives of affiliated hospital departments.

Students: Frequent contact with students to provide information.

SUPERVISORY RESPONSIBILITY

None.

QUALIFICATIONS

Education/Experience: High school education and 5 years of office experience or Bachelor's degree and 1 year of office experience. At least 1 year in a registrar's or other student service oriented office, preferred.

REQUIRED SKILLS

1. Ability to maintain security and confidentiality of data; ability to function with a high level of awareness for protecting sensitive information.

2. Ability to maintain and apply knowledge of registrar-related responsibilities, compliance procedures and student information system screens and procedures is required.

3. Proven ability to provide leadership and direction to members of a team/department.

4. High level of organization skills; ability to effectively multi-task and prioritize work, detail-oriented, and a proven ability to meet deadlines.

5. Ability to apply a strategic approach to the development and maintenance of operations, processes, procedures, and practices.  Provide innovative recommendations for improvements.

6. Strong analysis skills in order to develop strategies to resolve problems.

7. Highly motivated and the willingness to actively learn new techniques, practices and ideas.

8. Ability and desire to work as part of a team of professionals in a collaborative environment.

9. Strong customer service skills and proven ability to provide timely follow-up.

10. Familiar with computer applications (word processing, spreadsheet, database) and internet research.

11. Ability to create and use queries in order to maintain the integrity of student information.

12. Ability to meet consistent attendance. 

13. Ability to interact with colleagues, supervisors, and customers face to face.

WORKING CONDITIONS

General office environment.