Registrar - Carle Illinois College of Medicine
University of Illinois

Registrar - Carle Illinois College of Medicine

Academic Affairs

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Job Summary
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, the UIUC Office of the Registrar, and, when needed, other academic units on campus to ensure that Carle Illinois' registration and records are compliant with guidelines for the campus, university, and the Association of American Medical Colleges (AAMC), in addition to policies and procedures of the Association for College Registrars and Admissions Officers. The position maintains the integrity of student academic records and oversees the accuracy of registration and scheduling courses and clerkships, and interfaces with offices and staff across the Carle Illinois College of Medicine and the university. The Registrar reports to the Assistant Dean for Curriculum and works collaboratively with leaders in the Carle Illinois Office of Academic Affairs and the Office of Student Affairs.
Duties and Responsibilities

Student Information Systems and Student Records System

• Develop, update, and maintain the medical student information database system across Carle Illinois 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, retention, and access to student records
• Maintain medical student academic grades, class lists, and the course drop/add process
• Manage and track student academic 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 Student Records System, the Visiting Student Learning Opportunities (VSLO) program, and pertinent AAMC student questionnaires
• Enforce college compliance with the Family Educational rights and Privacy Act (FERPA) rules and regulations
Admission, Recruitment and Applicant Records
• Establish effective practices and recommend changes to policies to comply with state, federal, and University of Illinois laws and regulations regarding the storage, security, retention, 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
• Assist with maintaining applicant records and prospective student contacts

Student Progress, Promotion, and Graduation
• Determine students' eligibility for advancement, promotion, and graduation in collaboration with the Office of Academic Affairs and the Carle Illinois Student Progress and Promotion Committee (SPPC)
• Serve as ex-officio member of the SPPC
• Review SPPC comments entered in the student records system to ensure accuracy of student records
• Document leaves of absence, withdrawals, dismissals, and re-entry
• Oversee process for clinical site compliance requirements
• Conduct final year audit for students entering their final year of their graduate or professional degree program to determine whether they are on an appropriate timeline to graduate by meeting all degree requirements
• Complete graduation audit for students applying to graduate
• Provide and verify the necessary documentation in support of the credentialing process used by teaching hospitals that will employ new MD graduates as post-graduate year 1 residents (i.e., interns)

Curriculum, Scheduling, and Enrollment
• Manage the process of submitting courses and programs of study into relevant University systems and serve as a liaison with the Graduate College and Provost's Office for these processes.
• Provide consultation to the Office of Academic Affairs regarding the UIUC approval process for courses and academic programs
• Register students for required 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
• Provide the necessary training for course directors, clerkship directors, personnel at clinical sites, and other appropriate faculty and staff related to FERPA, scheduling processes, and related policies

Administration and College-Wide Responsibilities
• Contribute to student affairs and academic affairs initiatives to enhance and improve the student experience
• Analyze data and prepare reports regarding student enrollment and related information such as the Residency 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 the Liaison Committee on Medical Education)
• Work with the Carle Illinois Marketing and Communications team to maintain accurate information on the College's web pages
• Serve as an ex-officio member of the Scholarship Sub-committee of the Admissions Committee
• Oversee the process to provide pertinent documents and verify degree completion related to medical licensure requests for alumni
• Train faculty and staff on policies and procedures as they relate to student records
• Provide leadership and direction for security, access, testing, documentation, and training in relation to departmental functions within the student information systems
• Serve as an expert student information system/records system resource for staff and units across campus, including maintaining an expert knowledge of system functionality and the inter-relationship of system modules

Other
• Manage enrollment verification through issuing letters of good standing, as appropriate
• 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 (Health Insurance Portability and Accountability Act)
• 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 and participate in special projects to further the mission of the college.

Minimum Qualifications

• Bachelor's degree in Business Administration, Higher Education, or related field • Minimum of 3 years of administrative, program experience

Preferred Qualifications

• Master's degree in Business Administration, Higher Education, or related field
• Experience working in a health professions or medical school environment.
• Minimum of 1 year experience with student data management systems (e.g., Banner)
• Experience working with the University's course and academic program approval process for graduate certificates, graduate programs, and professional degrees, including the timelines and regulations that govern these processes.

Knowledge, Skills and Abilities

• Demonstrated ability to identify, address and manage 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 practices and procedures
• Proficient in the use of customer/client relationship management and learning management systems (e.g., Blackboard®)

Appointment Information

This is a 100% full-time Academic Professional position, appointed on a 12-month basis. The expected start date is as soon as possible after the close date. Salary range $100,000 to $120,000 and is commensurate with experience.

Sponsorship for work authorization is not available for this position.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on Thursday May 30, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. Applications not submitted through https://jobs.illinois.edu will not be considered. For further information about this specific position, please contact wmmyers@illinois. edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify .

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .

Requisition ID: 1023630
Job Category: Administrative
Apply at: https://jobs.illinois.edu

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