Associate Registrar – College of Medicine

Summary

The Associate Registrar serves as a primary resource for the Methodist University College of Medicine, executing key academic recordkeeping and student information system responsibilities that directly impact student success. The position oversees a wide range of administrative and academic functions designed to foster a student-centered environment and support the needs of College of Medicine students, faculty, staff, programs, and services. The Associate Registrar will ensure compliance with university, federal, and state regulations and privacy policies. This is a highly collaborative role reporting primarily to the Methodist University Registrar with a secondary reporting relationship to the Senior Associate Dean for Student Experience at the Methodist University Cape Fear Valley Health School of Medicine.

Role and Responsibilities

• Oversee degree audit technology applications, ensuring that College of Medicine curriculum updates are created, tested, validated, maintained, and accurate for students, advisors, and graduation clearance
• Create, test, validate, and maintain queries and custom reports for the College of Medicine
• Work collaboratively with technology partners and campus constituents to maintain and support the student information system and other integrated systems
• Monitor and verify academic and student enrollment data for internal and external reporting related to the National Student Clearinghouse, auditors, and institutional research 
• Maintain data collection processes across the medical education continuum
• Assist with all beginning and end-of-term processing for the Office of the Registrar
• Coordinate and manage all aspects of course and classroom scheduling in the SIS to support the student registration process
• Oversee the process for departmental schedule submissions and revisions in accordance with scheduling best practices, and credit hour policies
• Ensure SIS and portal readiness for opening of terms and related student registration cycles
• Resolve matters pertaining to visiting and transferring student records
• Create and distribute mid-term and final grade memos to faculty and staff
• Audit student academic records, verify program completions, and clear students to graduate
• Interpret university regulations and policy both independently and in consultation with the University Registrar
• Research best practices and recommend process enhancements that will positively impact student success and service excellence
• Work collaboratively with campus constituents to identify and eliminate process and procedural gaps to ensure optimal service levels are maintained
• Represent the College of Medicine on university curriculum committee and other committees and taskforces, as assigned
• Assist with creation, publication, and maintenance of academic catalog, academic calendar, and other relevant materials
• Ensure integrity of daily transactional data entered into the student information system
• Develop continuity plans for student records management
• Assist with graduation and commencement related activities, as needed
• Assist with special projects as needed and assigned

Required Education and Competencies

• Bachelor’s degree
• 3-5 years of related progressive professional experience within a college or university Registrar’s Office
• Demonstrated knowledge of student information systems and relational databases
• Experience building and maintaining degree audit systems to capture student progress towards degree
• Experience interpreting and applying FERPA, federal, state, and institutional policies, and guidelines
• Understanding of best practices in academic records and curriculum management
• Thorough, organized, and detail-oriented approach to work
• Ability to effectively communicate and collaborate with campus constituents

Preferred Education and Competencies

• Graduate degree
• 5-7 years of related progressive professional experience in a college or university Registrar’s Office, in graduate health professions programs in particular
• Experience building and maintaining degree audit systems to capture student progress towards degree
• Expertise in implementing and managing related SIS and degree audit system functionality
• Experience creating queries and custom reports