Associate Registrar (College of Medicine)

Description

Summary The Associate Registrar for the College of Medicine plays a critical role in the administration and management of student academic records and services. This position is responsible for ensuring the integrity, accuracy, and security of all academic records of current and former students, planning and implementing the registration process for classes, coordinating the scheduling of courses and examinations, and providing efficient and quality service to students, faculty, and staff. The associate also ensures alignment and compliance with professional guidelines and all university, state and federal requirements, rules, policies, and legislation.

Job Duties

1. Academic Records Management: Maintain and ensure the accuracy and confidentiality of student academic records.

2. Academic Records Management: Oversee the process of recording grades and updating student records, including entering and finalizing grades within UH PeopleSoft Faculty Center.

3. Academic Records Management: Manage the transcript request process and ensure timely and accurate fulfillment.

4. Registration and Scheduling: Coordinate and manage the registration process for all students in the College of Medicine.

5. Registration and Scheduling: Develop, publish, and maintain a catalog of approved courses, clerkships and electives in collaboration with academic departments and with the UH Registrar and Graduate & Professional Studies Committee (GPSC): oversee course submission and modification through UH Curriculog.

6. Registration and Scheduling: Develop and maintain course and clerkship schedules.

7. Registration and Scheduling: Maintain active class rosters and tracking of student status (registration, withdrawal, LOA).

8. Registration and Scheduling: Collaborate with the Office of Admissions to ensure successful matriculation, enrollment, and transcript verification of incoming students.

9. Registration and Scheduling: Maintain the master examinee roster for NBME.

10. Registration and Scheduling: Matriculate students in external systems such as the AAMC Student Records and the AAMC Visiting Student Learning Opportunities as needed.

11. Compliance and Reporting: Ensure compliance with institutional policies and regulations, as well as state and federal laws.

12. Compliance and Reporting: Prepare reports and analyses on student enrollment, academic progress, and other relevant metrics.

13. Compliance and Reporting: Manage student record data collection, aggregation, and reporting, including for the Student Advancement and Appeals Committee and for the MSPE.

14. Compliance and Reporting: Assist in the preparation of accreditation and compliance documentation.

15. Student Services: Provide guidance and support to students regarding registration, academic policies, and procedures.

16. Student Services: Address and resolve student issues and concerns related to academic records and registration.

17. Technology and Systems Management: Oversee the implementation and maintenance of student information systems.

18. Technology and Systems Management: Work with IT staff to develop and enhance systems to improve efficiency and service delivery.

19. Leadership and Collaboration: Partner with the UH registrar to ensure effective alignment with university policies and procedures and ensure bidirectional communication and coordination.

20. Leadership and Collaboration: Supervise and train staff as appropriate.

21. Leadership and Collaboration: Ensure operational efficiency and effectiveness, including documentation of core processes.

22. Leadership and Collaboration: Collaborate with academic and administrative departments to support institutional goals.

23. Leadership and Collaboration: Represent the College of Medicine at various meetings and committees.

24. Other duties as assigned.

Qualifications

Bachelors and 3 years experience

Requires a thorough understanding of both theoretical and practical aspects of an analytical, technical or professional discipline; or the basic knowledge of more than one professional discipline. Knowledge of the discipline is normally obtained through a formal, directly job-related 4 year degree from a college or university or an equivalent in-depth specialized training program that is directly related to the type of work being performed. Preferred: Master's preferred.Requires a minimum of three (3) years of directly job-related experience.Preferred: A minimum of five (5) years.

Additional Job Posting Information:
- Department is willing to accept education in lieu of experience.