DescriptionThe Registrar’s Office is imbedded within the Office of Student Affairs (OSA) of the Tufts University School of Medicine. The Office of Student Affairs is responsible for all enrollment management, student, advisors and Coach support services. The two offices provide a number of services to over 870 students, 400+ faculty members, the TUSM clinical affiliates, Maine Track and TUSM academic and administrative offices. The OSA oversees the coordination of the clinical curriculum, manages the career advising and residency application process for medical students, plans and executes many events including orientation programs for 1st, 2nd ,3rd and 4th -year students, White Coat ceremony, Match Day and Commencement activities. The Registrar’s Office is responsible for the management of the administrative student information systems, annual registration, administration of the Visiting Clerkship Program, the annual clerkship scheduling processes, clerkship director meetings, the Student Ethics and Promotions Committee, the annual publication of the clerkship catalogs, 3rd Year Orientation Guide and the Clerkship Director Guides. The Registrar’s Office also helps support all OSA events.

Under minimal supervision, the Administrative Coordinator provides advanced administrative support and communications for the department. S/he will handle complex and confidential situations and requests and serve in a highly visible capacity as resource for the department with students, staff, faculty and other constituents. Produces and drafts reports and other complex documents and materials, including proofreading and editing. Coordinates payments to the NBME which includes monitoring, tracking expenditures, and troubleshooting problems. Will also gather data, conduct research and draft reports, summaries or material for presentation. S/he will plan and coordinate meetings. May also coordinate programs and/or projects for department.
Serves in a highly visible capacity as resource for department including frequent interactions with internal and external customers:

• National Board of Medical Examiners exam administrator. Aquifer CLIPP exam administrator. Manages all aspects of the exams - e.g. creates exam schedule, orders exams, issues payments, proctors exams, creates rosters, books exam rooms, certifies exam rooms, coordinates with Baystate and Maine staff, download, distribute, imports results, coordinates proctors, arranges exam for examinees with approved accommodations, schedules retakes.

• Completes requests for certification of medical education for graduates including state licensure, hospital privileges, medical societies, transcripts, dean’s letters, diplomas, degree verifications, orders and ships replacement diplomas.

• Assists with preparation for the annual May Commencement. Timing is from November until May and includes sending out mailings to faculty, parents, and the senior class as well as coordinating regalia rental for faculty and ordering regalia for students. Books the venues and assists with the set up for the event, ordering food and fielding many questions from faculty, parents and students. Orders diplomas and diploma covers. Proofs diplomas and prepares them for Commencement. Assists with proofing/editing the Program. Arranges for shipping diplomas and other commencement supplies to Medford. Tracks attendees. Mails diplomas as necessary.

QualificationsBasic Requirements:

• Typically a high school diploma/GED and 5+ years of administrative experience OR Bachelor's degree and 3+ years of experience.
  
• Requires advanced knowledge of Microsoft Office suite including word processing, editing and graphics functions, spreadsheet and database knowledge.
  
• In addition, must have excellent organizational and interpersonal skills.

Preferred Qualifications:

• Knowledge of Microsoft office suite and Student Information Systems is required as are excellent communication and presentation skills, ability to work effectively with diverse populations, ability to manage competing demands, excellent problem-solving skills, and ability to work independently and as part of a team.
• Flexibility and demonstrated competence to assess priorities, manage a variety of activities in a time-sensitive environment, and meet competing deadlines with attention to detail and quality.
  
• Strong interpersonal and written/verbal communication skills.
  
• Ability to interact professionally with all levels of students, staff and faculty.
  
• Position involves dealing with confidential information, must exercise appropriate discretion.

Special Work Schedule Requirements:
Required to work occasional evenings and weekends in preparation for and at school events such as Orientation, Registration, clerkship scheduling meetings, White Coat Ceremony, Commencement, Dean's Letter preparation, class meetings. This position hours are generally 8:30 am – 4:30 pm. Early arrival is required on exam days.


An employee in this position must complete all appropriate background checks at the time of hire, promotion, or transfer.


Equal Opportunity Employer – minority/females/veterans/disability/sexual orientation/gender identity.

Primary Location: United States-Massachusetts-Boston
Job: Student Services
Organization: Student Affairs - Medical
Employee Status: Regular
Schedule: Full-time
Job Posting: Jun 24, 2019, 9:51:12 AM