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University of Washington School of Medicine
Washington, United States
Salary Not specified
Posted Date
Dec 10, 2021

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Position Type
Administrative, Student Affairs, Admissions, Enrollment, Retention & Registrar
Employment Level
Employment Type
Full Time
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The School of Medicine registrar is responsible for the direction and evaluation of the daily operations of the School of Medicine registrar’s office. This position administers student enrollment and scheduling activities for medical students, serves on curricular and student performance committees, and provides expertise on the development of policies and data reports. The registrar advises medical students on the School of Medicine and University of Washington’s procedures, and cultivates an environment that is student-centered, supporting student success and retention. The registrar works closely with School of Medicine deans and the University registrar on a variety of special projects and is responsible for ensuring that School of Medicine academic operations are compliant with education-related university, state and federal standards, regulations, and accreditation requirements.

The School of Medicine registrar directly impacts the scope and quality of medical education program provided to over 1,100 enrolled medical students. The position is integral in ensuring that academic affairs programs meet the compliance and accreditation standards as established by the Liaison Committee on Medical Education, federal and state laws, and university regulations. The position provides a critical communication link between students, academic affairs, regional WWAMI offices, preclinical and clinical departments, and the University of Washington.

The School of Medicine registrar has frequent contact with the School’s academic and administrative leadership, regional WWAMI offices, academic departments, and students, and serves as the liaison between the School of Medicine and the University of Washington registrar. This position requires excellent management skills, independent decision-making, problem-solving, and the ability to prioritize competing tasks with frequent deadlines. It also requires the ability to establish standards for the maintenance, handling and disposition of all student records and enforce the provisions of the Family Education Rights and Privacy Act (FERPA) regarding all student educational records. The registrar must be service-oriented, collaborate well with internal and external constituents, and address questions, problems, or concerns from faculty, staff, and students a professional, prompt, and confidential manner.


Medical Student Enrollment Management:
• Oversee and implement School of Medicine student enrollment operations, including course/clerkship registration, add/drop functions, student withdrawals, student status changes, and other student registration issues.
• Determine annual student enrollment figures, accounting for students taking more than 4 years to complete their degree. Oversee the advancement of student class levels in school, university, and national student record systems. Maintain accuracy of academic and enrollment reporting.
• Coordinate the transfer and receipt of student information and grade files from the regional WWAMI partner institutions to the School of Medicine, and from the School of Medicine to the main University of Washington registrar’s office and databases. Ensure accurate and timely receipt and processing of grades from all preclinical and clinical WWAMI sites.
• Process grade changes, academic actions (probation, dismissal, good standing, etc.) and other record changes. Track curricular adjustments and exceptions. Monitor and certify completion of graduation requirements.
• Oversee the creation and issuance of certification letters and documentation for current and former medical students, board licensure, degree certification, and fellowship applications.
• Direct the scheduling process of all required clerkships for medical students. Determine annual course enrollment figures and assess the frequency and balance of course offerings to identify gaps in clerkship availability. Liaise with curriculum, departments, and regional deans to redress clerkship shortages.
• Oversee the scheduling process of all elective clerkships for medical students. Develop scheduling processes that support the needs of students in their career decision-making. Collaborate with specialty career advisors, academic departments, and deans to improve elective scheduling services and system functionality in support of those needs.
• Administer the student eligibility certification process for the national USMLE Step 1 and Step 2-Clinical Knowledge licensing exams.
• Direct the administrative processes related to the AAMC Visiting Student Learning Opportunities program and the Visiting Student Application Services system. Collaborate with career advisors to coordinate services in support of medical student career decision-making.
• Provide administrative oversight to and serve as ex officio member of the Student Progress Committee. Establish and prepare agendas. Compile grade reports and present student academic records in committee discussions. Guide committee decisions and rulings, ensuring adherence to school and university policy and historical precedent. Maintain procedures for probation, withdrawals, suspensions, and dismissals. Coordinate follow through on and communication to students about committee decisions.
• Coordinate the granting of degrees and diplomas for the medical students with University registrar.

School of Medicine Registrar Operations, Policy Development, & Data Reporting:
• Oversee School of Medicine registrar systems and operations in order to meet the compliance and accreditation standards as established by the Liaison Committee on Medical Education, federal and state law, and University regulations.
• Maintain all student academic records, including student demographic data, student records integrity, and document archiving.
• Conduct routine audits of student data, grades, schedules, graduation requirements, and transcripts in school, university, and national student database systems.
• Develop systems to improve the efficiency and accuracy of the registrar's office and effectively manage internal processes. Adjust systems and procedures in response to revisions in the curriculum, graduation requirements, class size, and student satisfaction with registrar services.
• Develop and interpret School of Medicine policies to ensure compliance with the University of Washington’s policies and regulatory requirements.
• Interpret and enforce university policies, rules and federal regulations that relate to academic standards, student academic records, and LCME compliance.
• Advise students, faculty, and staff on graduation requirements and on university, school, and unit policies and procedures for registration and scheduling.
• Serve as a liaison with accrediting officials, professional organizations, and others outside the university on matters related to student records.
• Prepare statistical reports and documentation for internal school and university reports, accreditation, and other external organizations as needed.
• Collaborate with school and university units to review and authorize data systems, reports, modifications, and requests for student data, ensuring that all programs and requests are compliant with education-related university, state and federal standards and regulations and the Family Educational Rights and Privacy Act (FERPA). Audit new systems to ensure data and privacy needs are met prior to implementation.
• Collaborate with the university registrar, School of Medicine curriculum, and IT to develop data reports and tools for administrative and student use.

Administrative Operations Management:
• Design and maintain School of Medicine registration information published on internal websites, including timelines and scheduling processes.
• Monitor and reconcile financial expenditures related to registration operations. Maintain monthly financial accounting and prepare budget reports and expenditure projections.
• Supervise staff in the registration and scheduling unit, including hiring, training, managing workloads, enforcing office policies, evaluating staff, and determining disciplinary actions and merit recommendations.
• Represent the registration and scheduling unit on school, university, and national committees. Participate in working groups, special projects, and/or initiatives as appropriate.
• Participate in trainings and relevant professional development activities to support professional and/or departmental growth. Operationalize and/or integrate learning from these trainings into the work unit and work processes.
• Work with School of Medicine deans on special projects.
• Provide support to the School of Medicine deans for accreditation self-studies, reports, and site visits.
• Other duties as assigned.

Supervisor Responsibilities:
• This position supervises full-time professional and classified staff. It may supervise temporary or student employees as needed.

• Bachelor’s degree in educational administration, business, health or related field.
• Six years of administrative experience in registrar operations or educational program management within an institution of higher education. To include experience in adult education and supervisory experience.

Additional requirements:
• Excellent interpersonal skills with a highly collaborative and communicative style
• Skilled in multi-tasking, organizing resources and establishing priorities
• Ability to work in a fast-paced environment, and to work in large, highly complex organization and across multiple levels to achieve results
• Ability to exercise judgment, initiative, and maintain strict confidentiality
• Ability to manage through crises and stressful situations with discretion and sensitivity
• Ability to work independently with a high degree of reliability, accuracy and productivity
• Ability to interpret and communicate policies, procedures, and legal documents
• Skill in examining and optimizing operations and procedures, formulating policy, and developing and implementing new strategies and procedures
• Commitment to and experience in advancing diversity, equity, and inclusivity
• Possess skills in budget preparation and fiscal management
• Experience with student database systems (e.g., e-Value) and affiliated IT reporting platforms (e.g., Microsoft PowerBI)

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

• Master’s degree in educational administration, business, health or related field
• Ten years of administrative experience in registrar operations or educational program management within an institution of higher education
• Seven years of supervisory experience
• Experience in undergraduate medical education

Full time schedules are assumed to be at least 40 hours; however, employees are expected to work to complete job responsibilities. This position may require the employee to work beyond a normal work week and/or intermittently require evening and weekend time to meet project deadlines and attend meetings.

Travel may be required to visit regional campuses and attend conferences and meetings as appropriate.

Application Process:
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

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