Assistant Medical Registrar – Nasuti College of Osteopathic Medicine presso Duquesne University

Salary:               Commensurate with experience
Benefits:            Generousbenefits include paid time off including holidays and vacation, retirementmatch, and tuition remission for employee and dependents.  Details at www.duq.edu/benefits
Location:                   College of Osteopathic Medicine
Position Status:       Full-time                                            
Hours:                        Varied
Position Number:    238405/10-1110              
FLSA Status:              Exempt

POSITIONSUMMARY:

The Nasuti College of Osteopathic Medicine Assistant Medical Registrar willserve as an official keeper of all student records for the Nasuti College ofOsteopathic Medicine (COM). The Assistant Medical Registrar will be a primarysteward of student information, responsible for its integrity and security. The Assistant Medical Registrar will report AssistantDean of Academic Affairs, Student Success, and the Medical Registrar and work in cooperation with the followingDuquesne University areas: University Registrar, Office of Financial Aid,Student Accounts, Enrollment Management Group, Institutional Research, andConference & Event Services in managing Registrar activities for the COM.These activities include ensuring the integrity and protection of student records,maintaining compliance with Family Educational Rights and Privacy Act(FERPA) regulations, and followingCOM, University, state and federal governing policies and practices related tostudent record maintenance. The Assistant Medical Registrar will support the process ofregistering and communicating with students, notifying appropriate departmentsof student enrollment changes, ensuring compliance with graduation requirementsfor each student, and verifying credentials for alumni, transfer students, andstudents who are withdrawn from the COM, and assisting with application to the Electronic ResidencyApplication Service (ERAS). The Assistant Medical Registrar is responsible for the maintenance of specificoffice procedures, and modernizing the Medical Registrar Office processes toensure currency and efficiency in line with industry standards and bestpractices. The Assistant Medical Registrar will solve complex problems and beentrusted with independent decision-making for Registrar-related areas, incompliance with relevant regulations, guidelines, policy and procedure andunder the supervision of the Medical Registrar. The Assistant Medical Registrarwill work cooperatively within the COM Academic Affairs, including the areas ofAdmissions, Student Affairs, Academic Excellence, Medical Education, COMLibrary, Financial Aid, and other University and COM departments as well as Biomedicaland Clinical Affairs within the COM. The Assistant Medical Registrar will serveon COM committees and represent the Medical Registrar Office in COM andUniversity settings. The position reports to the AssistantDean of Academic Affairs, Student Success and Medical Registrar.

DUTIES AND RESPONSIBILITIES:

StudentEnrollment, Record Keeping and Reporting

Manages all COM student records from admissionto graduation or separation, including the enrollment and registration of COMstudents through their respective curricula.

Manages all COM student record requests,including transcript requests, enrollment and degree verifications, and otherrelated requests.

Ensures accurate and prompt recording ofstudent grades into the student electronic record through the StudentInformation System (SIS), Banner.

Ensures that the COM is in strict compliancewith FERPA. Collect, record, maintain and report current and former studentrecords within FERPA guidelines (e.g., grades, registration data, studentstatus, and transcripts).

Assists the Clinical Affairs offices inscheduling MS3 and MS4 students; manage module/course registration andenrollment of MS3 and MS4 medical students.

Coordinates and monitor F-1 visa studentenrollment and certification of enrollment for students receiving Veteranseducational benefits.

Manage the Visiting Student LearningOpportunities (VSLO) platform and oversees the student away rotation process.

Prepares and submits all required reportingincluding the National Student Clearinghouse (NSC), Department of EducationNational Student Loan Data System (NSLDS), Integrated Post-secondary EducationData System (IPEDS), Middle States Commission on Higher Education, AmericanAssociation of Colleges of Osteopathic Medicine annual survey, AmericanOsteopathic Association, and the annual A-133 single audit.

Prepares the Medical Registrar portion of theMedical Student Performance Evaluation (MSPE or Dean’s Letter) for all eligiblestudents.

Supports the process of reviewing graduationrequirements, posting degrees and the ordering/distribution of diplomas from athird-party vendor.

Ensures compliance with academic, regulatory,and accreditation policies and requirements.

Course and Classroom Management

Supports various aspects of COM course creationand management including, but not limited to, maintaining the online catalog,academic year calendars, and maintaining detailed course and curriculuminformation.

Supports the ongoing maintenance of thecalendaring system (25Live) related to curricular, co-curricular, studentorganization, and other activities by request in COM-controlled classrooms andlabs within the COM Building and the School of Pharmacy Building.

Performs other related duties and participatein special projects as assigned.

Participates in and support the COM in allmajor student ceremonies including Accepted Students’ Day, Orientations, WhiteCoat Ceremony and Commencement.

Completes otherduties as assigned.

REQUIREMENTS:

Minimum qualifications:

Bachelor’s degree from an accreditedinstitution required.

Preferredqualifications:

Bachelor’sdegree Business Management, Education, Information Systems, or Higher EducationAdministration or related degree preferred.

Master’s degree in in BusinessManagement, Education, Information Systems, or Higher Education Administration froman accredited institution is preferred.

Prior work in the following areas is highly preferred: registrar,admissions, student services, or financial aid. Experience in a medical orother professional education environment, or other healthcare-relatedenvironment is particularly valuable. Appreciation of supporting the needs of adynamic community of medical and graduate students is important.

An advanced conceptual understanding of technology systems used instudent services is preferred. Experience with a student information system,particularly Banner experience, is valuable. Ability to work effectively withInformation Technology and other areas to troubleshoot issues related tostudent records and processes, and collaboratively support system changes isimportant in this role.

Alternately, thesuccessful candidate may possess any equivalent combination of experience andtraining, which provides the knowledge, skills and abilities required toperform the essential job functions. This includes, but is not limited to, thefollowing: 

This role demands reliable judgment and discretion, with theability to solve complex problems and take action in accordance with ethicaland consistent application of policy and procedure. High level of personalintegrity; strong commitment, work ethic and ability to collaborate effectivelywithin and across teams.

A solid grasp of academicpolicies and federal laws, especially the Family Educational Rights and PrivacyAct (FERPA), is critical. Strong knowledge of federal, state, and institutionalregulations and policies and ability able to assess and adapt to changingregulations is valuable. 

Strong computer skills required.

The ability to communicate effectively and be understood bystudents, faculty, and staff within the COM, the University, and outsideconstituents is necessary. This role will require daily responsivecommunication, verbally and in writing, with particular attention to detail,accuracy and confidentiality.

The role requires meticulous accuracy in maintaining student andother written and electronic records.

Ability toestablish and maintain effective working relationships with the UniversityCommunity.

Ability and willingness to contribute actively to the mission of the Universityand to respect the Spiritan Catholic identity of Duquesne University.  Themission is implemented through a commitment to academic excellence, a spirit ofservice, moral and spiritual values, sensitivity to world concerns, and anecumenical campus community.

APPLICATIONINSTRUCTIONS:

Applicants are asked to submit a cover letter, resume, and contact informationfor three professional references.

Duquesne University was founded in 1878 by its sponsoring religious community,the Congregation of the Holy Spirit.  Duquesne University is Catholic inmission and ecumenical in spirit.  Motivated by its Catholic identity,Duquesne values equality of opportunity both as an educational institution andas an employer.