Student Affairs Coordinator and Assistant Registrar - Dean's Office

Summary

The Office of Medicine Education has an exciting opportunity for an individual to join their team as an Student Affairs Coordinator and Assistant Registrar. This position performs a variety of functions, the purpose of which is to assist in the daily workload of the Office of Medical Education focused on the support of students including support for the student organizations, advising and professional development programs, coaching program, and serving as an assistant registrar.

Their duties will include:

Student Support-

Create relationships with diverse students and provide ongoing support.
Serve as a primary point of contact regarding student questions.
Serve as a resource for students, staff, and faculty for student-related matters, policies, and procedures. Effectively communicate with students and stakeholders through written and verbal communications, including electronic newsletters, websites, and direct outreach and interactions.
Oversee administrative functions of all SOM student organizations including: registration, funding guidance, pre-authorization and reimbursement guidelines, and event management.
Assist with the coordination and execution of student related events and activities at the SOM.
Support and coordinate Project HEART and Society groups, assisting in the management, planning, and execution of annual events and programming. Maintain rosters of student group assignments. Under the direction of the OME leadership, support the planning and execution of student wellness events and activities that support the mental, emotional, and physical well-being of students.

Specialty advising and professional development -

Organize, support, and evaluate the longitudinal career/professional development program for medical students.
Manage specialty advising process including advisor recruitment, planning, coordination of activities, assignments and maintenance of database.
Act as a subject matter expert and point of contact for students and faculty regarding the American Association of Medical Colleges (AAMC), Careers in Medicine, and Texas STAR websites and associated resources.

Coaching program -

Manage administration of the coaching program including: recruitment of coaches, student assignments, meeting reminders, development of compliance, tracking, and outcomes reports.
Organize annual faculty onboarding sessions and monthly faculty meetings to ensure programmatic outcomes are achieved.

Assistant Registrar -

Utilize the learning management system (LMS), as well as other university systems and reports to maintain accurate records of student’s degree progress and academic achievement.
Work collaboratively as a member of the OME Team to provide support and backup coverage for all student support and curricular management activities within the office.
Coordinate and execute pre-graduation degree audits for students who anticipate upcoming graduation; process exceptions and directives, and ensure completion of degree requirements.
Ensure official/final transcripts are received, appropriately recorded, and accurately maintained following university and SOM policies.
Assist with alumni transcript management and verification for training and licensure.
Under direct supervision of the OME leadership and in collaboration with the SOM Registrar, position is responsible for administration and maintenance of medical student academic and educational records including: enrollment management, registration, matriculation and graduation requirements for the medical school to meet the needs of students, alumni, faculty, administration and other internal and external customers.

Minimum hiring standards

Bachelors degree or equivalent experience required. Able to complete assignments with attention to details and a high degree of accuracy. Able to work independently with minimal guidance and as part of a team. Demonstrated ability to write and communicate clearly and effectively with student body. Handle rapid assignment changes and high-volume cycles of student contact on a daily basis. Ability to problem solve with minimal supervision. Proficiency in accessing information in large and multiple data systems. Able to establish priorities, manage multiple activities and ensure the timely completion of assignments and in meeting deadlines. Able to create and maintain spreadsheets and effectively manage data base information including uploading and importing. Knowledge of word processing, database management and the ability to learn applicable office software and office equipment. Ability to work in a diversified environment is required.

Preferred hiring standards

Knowledge of Banner and REDCAP preferred. Notary preferred, but position will be required to become a notary within 2 months of employment.

University Job code: Specialist 1-3, Student Services

ORP Eligible: No

Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. Accounting for almost half of VCU’s sponsored research, the School of Medicine is internationally recognized for patient care and education. All full-time university staff are eligible for VCU’s generous benefits package that includes:  competitive health benefits, paid annual and holiday leave, retirement planning and savings options, tax-deferred annuity and cash match programs, Virginia Retirement System (VRS), professional development & certifications, tuition waiver, parental leave, caregiving leave and community service leave.  Learn more about VCU’s benefits here: https://hr.vcu.edu/careers-at-vcu/why-work-at-vcu/

The School of Medicine continuously strives for our workplace and learning environment to reflect the demographic and social milieu of the communities we serve. All qualified applicants are encouraged to apply.

Salary Range: Up to $53,000



Position Details:

Department: School of Medicine- Dean's Office
Employment Type: UF - University Employee FT
Restricted Status: No
FTE: 1
Exemption Status: Exempt



Contact Information:

Contact Name: Ann-marie Taranto

Contact Email: ann-marie.taranto@vcuhealth.org