Medical School Registrar

Position Overview:

The medical school registrar is responsible for maintaining the official student records of medical doctorate students and ensuring their accuracy. The registrar monitors eligibility for registration based on academic progress and AHC-compliant status and processes enrollment for medical students, tracking any off-cycle, FlexMD, Flex5 and dual degree students. Additionally, the registrar manages curriculum updates for the medical school, provides data to internal and external constituents, and acts as liaison to university-wide offices. The registrar is also responsible for initiating continuous quality improvement efforts across the continuum in areas related to records and registration.

Duties/Responsibilities:

35%: Student Records Management

• Create and maintain student records in PeopleSoft including activating new students in the Twin Cities and St. Cloud, updating leave of absence and withdrawal status, applying tuition groups, and waiving tuition when appropriate
• Manage block enrollment process for foundations phase students; manually enroll off-cycle students, and notify students with holds that need to be cleared before enrollment
• Review weekly registration error report and resolve issues in clinical registrations
• Process and document one-off registrations, drops and withdrawals for all students
• Manage grade entry and the posting of final grades to transcripts for all foundations courses, away rotations, Flex MD research courses, directed studies, Longitudinal Integrated Clerkships (LICs), and other specialty courses
• Track student progression through LIC programs, process placeholder registrations and grades, and enter final grades upon successful completion of the LIC experience
• Track and document all grade changes
• Process transfer credits for MD/PhD students
• Maintain student profiles in AAMC SRS system as needed for name changes, expected graduation year changes, enrollment status, MS year roster assignment, and graduation certification
• Certify student status with NBME regarding Step eligibility and graduation status
• Order electronic diplomas and upload to student files upon conferral of the MD degrees
• Manage current medical students' electronic academic files in ImageNow, and systematically convert alumni files to digital format

25%: Academic Progress and Compliance Tracking

• Track off-cycle students including decelerations, FlexMD, Flex 5, dual degree, Incomplete grades, and failure remediation status and ensure eligibility to progress
• Audit fourth-year student records and track progress toward completion of all requirements for the MD degree. Clear degrees in PeopleSoft when requirements are met and notify OTR to award degrees
• Monitor students' compliance with AHC requirements including Basic Life Support training, immunizations, Covid, Bloodborne Pathogens training, HIPPA and Security training, annual flu shot requirement, and background study. Add registration holds and notify students and course directors when students are out of compliance
• Update student records and academic standing status of students following Committee on Student Scholastic Standing decisions
• Disseminate Step exam scores to internal stakeholders and update student records as needed based on failures or successful retakes
• Advise students of deadlines and requirements regarding registration, compliance, and graduation
• Manage cross-campus registration, when needed

20%: Reporting and External Constituent Liaison

• Liaison to Academic Health Center (AHC) Experiential committee on AHC-wide best practices
• Verify medical school education for alumni to state licensure boards and healthcare institutions
• Act as Key Contact for the medical school, reviewing and approving access to systems. Annually review access list to remove access that is no longer needed
• Create academic calendar term dates in collaboration with curriculum and financial aid teams, submit term date table to OTR table team
• Manage timely grade submission efforts through effective communication and reminders to course coordinators, and track and report late grades to the Associate Dean of UME
• Compile data and craft narrative responses related to student records for LCME accreditation documents

20%: Leadership and Continuous Quality Improvement

• Maintain medical school registrar website, make updates as needed
• Manage grade submission processes, provide annual training to course coordinators, and coordinate email and calendar notifications on grade due dates
• Initiate and implement cross-departmental procedural improvements
• Consult on academic records impacts of curricular changes and new programs
• Advise the Committee on Student Scholastic Standing of administrative and policy impacts to students
• Collaborate with AHC-IS team on enhancements and improvements to MEdIS features and reports
• Create and update medical school policies related to student records
• Manage growth of registrar services across the continuum in alignment with the medical school's strategic plan

Required Qualifications:

• BA/BS degree plus at least four years of relevant experience, or master's degree plus at least two years of relevant experience

Preferred Qualifications:

• Demonstrated proficiency with student information systems and other technology platforms including reporting systems
• Thorough understanding of FERPA and ability to discern and explain appropriate access to private information
• Ability to work independently with minimal supervision; ability to prioritize tasks while maintaining a high level of customer service
• Strong communication skills and ability to work effectively with professional students, faculty, staff, alumni and third party partners including state licensure boards and clinical site staff
• Strong attention to detail

Committed to innovation and diversity, the Medical School educates physicians, scientists, and health professionals; generates knowledge and treatments; and cares for patients and communities with compassion and respect. We value excellence, inclusiveness, collaboration, and discovery.

The mission of the regional campus located in Duluth is to be a national leader in improving healthcare access and outcomes in rural Minnesota and American Indian/Alaska Native (AI/AN) communities. In partnership with CentraCare, the regional campus in St. Cloud offers a wide range of patient experiences throughout students' education in Greater Minnesota and prepares them to become exceptional clinicians and leaders for rural and immigrant populations.

Founded in 1888, the University of Minnesota Medical School has three campuses. A four-year MD program and the MD/PhD program are located on the Twin Cities campus in addition to MD programs at regional campuses in Duluth and St. Cloud.

Pay Range: $66,000 - $76,000; depending on education/qualifications/experience

Time Appointment Category: 100% Appointment

Work Location: Hybrid; 3 days in office, 2 days remote

Position Type: Faculty and P&A Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).