REGISTRAR - SCHOOL OF MEDICINE
- Employer
- University of Washington School of Medicine
- Location
- Washington, United States
- Salary
- Salary Not specified
- Date posted
- Dec 10, 2021
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- Position Type
- Administrative, Student Affairs, Admissions, Enrollment, Retention & Registrar
- Employment Level
- Administrative
- Employment Type
- Full Time
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.
RESPONSIBILITIES
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.
MINIMUM REQUIREMENTS
• 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.
DESIRED REQUIREMENTS
• 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
WORKING ENVIRONMENT CONDITIONS
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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