Carle Illinois College of Medicine
Illinois, United States
Salary Commensurate with experience
Sep 08, 2020
Employment Level
Employment Type
Full Time


The Carle Illinois College of Medicine

University of Illinois at Urbana-Champaign

The Carle Illinois College of Medicine Registrar has overall responsibility for the College’s registration and student records. The position develops and maintains a working relationship between the Carle Illinois’ Registrar’s office and the UIUC Office of the Registrar to ensure that Carle Illinois’ registration and records are in compliance with guidelines for the campus, university, and the Association of American Medical Colleges (AAMC), in addition to policies and procedures for the Association for College Registrars and Admissions Officers. The position oversees the accuracy of registration and scheduling courses and clerkships, as well as maintains the integrity of student academic records. The position interfaces with offices and staff across the Carle Illinois College of Medicine and the University

The University of Illinois is an Equal Opportunity, Affirmative Action employer that recruits and hires qualified candidates without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability or veteran status. For more information, visit

Major Duties and Responsibilities

Student Database and Records: 35%
• Develop and maintain the medical student information database system across College offices and across the university systems
• Establish effective practices and Carle Illinois policies based on State, Federal, and University of Illinois policies regarding the storage, security, and access to student records including compliance to access to student records and record retention
• Maintain medical student academic grades, class lists, and course drop/add process
• Manage and track student status changes
• Act as college representative to AAMC’s Group on Student Affairs (GSA) Committee on Student Records (COSR) and coordinate compliance based on their guidance
• Oversee data sharing with the AAMC’s services Student Records System, Visiting Student Learning Opportunities (VSLO), AAMC student questionnaires (i.e., matriculating, year 2, and graduation questionnaire), and Liaison on Medical Education surveys
• Enforce college compliance with the Family Educational rights and Privacy Act (FERPA) rules and regulations

Admission, Recruitment and Applicant Records 20%
• Assist with maintaining applicant records and prospective student contacts
• Establish effective practices and Carle Illinois policies based on State, Federal, and University of Illinois policies regarding the storage, security, and access to applicant records
• Oversee the transfer of applicant records to student records
• Support submission of applicant data to the AAMC
• Analyze data and prepare reports regarding applicants and prospective students for the College

Curriculum, Scheduling, and Enrollment 10%
• Provide consultation to Academic Affairs for the UIUC approval process for course offerings in the College
• Register students for core courses, electives, and away rotations
• Determine course level eligibility for MD and MD-PhD students seeking to take courses outside their core curriculum.
• Direct the scheduling of courses and provide consultation regarding scheduling software product companies
• Collaborate with Academic Affairs in providing the necessary training for clerkship directors, clinical sites, and other appropriate faculty and staff related to FERPA, scheduling processes, and related policies

Student Progress, Promotion, and Graduation 15%
• Determine students’ eligibility for promotion and graduation in collaboration with academic affairs and the College’s Student Promotion and Progress Committee (SPPC)
• Serve as ex-officio member of the SPPC and review SPPC comments entered into student database to ensure accuracy of student records
• Document leaves of absence, withdrawals, and dismissals
• Conduct final year audit for students entering M4 to ensure they are on an appropriate timeline to graduate, meeting all degree requirements
• Complete graduation audit for students applying to graduate

Administration and College-Wide Responsibilities 10%
• Contribute to student affairs and academic affairs initiatives to enhance and improve the student experience
• Analyze data and prepare reports regarding student enrollment and instruction, student data (i.e., Match results) for the college
• Compile data and statistics on enrollment and attrition for University and College reports and for external agencies (e.g., AAMC and Liaison Committee on Medical Education - LCME)
• Work with college website team to maintain appropriate web pages
• Train faculty and staff on policies and procedures as they relate to student records
• Provides leadership and direction for security, access, testing, documentation, and training in relation to departmental functions within the student information systems. Serves as an expert student information system resource for staff and units across campus, including maintaining an expert knowledge of system functionality and the inter-relationship of system modules
• Perform other related duties and participate in special projects as assigned

Other 10%
• Manage enrollment verification through letter of good standing
• Coordinate the processing of medical licensure requests for alumni
• Maintain appropriate confidentiality of work- and education-related information and materials
• Engage in and support learning in accordance with related student and patient regulations and ethical norms, such as FERPA and HIPAA
• Foster a culture of diversity and inclusion within the college
• Establish and maintain effective working relationships; work cooperatively and collegially with others in a manner consistent with a workplace of dignity and respect; support and engage in equal employment opportunity principles, rules, and regulations
• Champion positive inter-professional relationships bridging the college’s private/public organization and missions
• Perform other duties as assigned to further the mission of the college


• Bachelor’s degree in Business Administration, Higher Education, or related field

• Master’s degree

Experience: Required:
• Minimum of 3 years of administrative, program experience

• Experience working in a clinical or medical school setting

Knowledge, Skills, and Abilities
• Demonstrated ability to identify, address and resolve conflict and complex issues in a multifaceted, matrix environment
• Strong organizational/analytical skills, including data metrics/reporting
• Demonstrated ability to effectively communicate policies, train, and provide rationale for procedures
• Proficient in the use of customer/client relationship management and learning management systems (i.e. blackboard)

Procedure for Candidacy:
For more information on the Carle Illinois College of Medicine, please visit
For fullest consideration, applicant materials should be received by no later than September 28, 2020. Interested candidates must create a candidate profile through If you already have a profile, you will be redirected to that existing profile via email notification. To complete the application process:

1. Submit the Staff Vacancy Application
2. Submit the Voluntary Self-Identification of Disability forms
3. Upload your cover letter and resume (months and years of employment must be included), and contact information of three professional references.

For more information regarding the application procedures, please contact Carle Illinois College of Medicine Human Resources at
The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer.
As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.