University of Iowa
Location
Iowa City, IA | United States
Job description
The Office of Student Affairs and Curriculum (OSAC) is seeking a Registrar Service Specialist to provide registrar services for students and graduates of the Carver College of Medicine, including enrollment, education, advising, and degree verification. To coordinate scheduling and registration process, and to maintain academic records for students. To support preparation of reports and statistics regarding enrollment. To assist with the planning, organization, and coordination of special events for students in the College of Medicine. This position is eligible for a hybrid work structure within Iowa with the majority of work taking place on the University of Iowa campus with one day a week remote.
Percent Time: 100%
Duties to include:
Advanced Clinical Courses: Oversee annual updates to advanced clinical course book and deliver information to students. Manage schedule offerings information system .
Schedule Change Processing: Manage schedule change email account as primary staff member for processing advanced clinical schedule changes. Advise students on process, policies, and make referrals to faculty advisors and additional resources, as needed.
Licensing and Verification of Graduates: Respond to requests from students, graduates, and licensing boards for information on dates of enrollment, grades, courses taken, leaves of absence, etc.
Student Promotions Committee: Coordinate and support Promotions Committee meetings, including compilation of documentation, scheduling faculty and students, and processing the results of the meeting.
Visiting Students / Away Rotations: Serve as primary support contact for CCOM students applying for away rotations. Respond to requests from students and host sites for required documentation and verifications. Similarly, coordinate the application process for outside students applying for visiting rotations at CCOM. Communicate with home school representatives, outside students and collegiate departments.
Registration and Enrollment Services
Coordinate course offering and seat availability.
Receive and disseminate information from academic units regarding changes in curriculum and policies.
Work with external agencies to verify educational standards and professional licensing.
Provide general support for the Office of Student Affairs and Curriculum, including answering questions for students, faculty, staff, and the general public.
Process corrections to records and transcripts as required.
Provide certified diploma copies.
Fill out certification and verification forms for graduates and track completion information in the OSAC Student Information Database (SID).
Have working knowledge of the policies and procedures of the Federation of State Medical Boards and the UI Registrar's Office.
Degree Progression
Interpret and apply degree requirements, exceptions and standards.
Clear degree applicants for graduation and/or recommend degree conferral.
Process leaves of absence, withdrawals, dismissals and extended schedules as necessary, including maintaining updated records in SID and the AAMC student records system.
Maintain updated email listserv for each class of students.
May assist with the monitoring of weekly board exam results from National Board of Medical Examiners and import student score data into SID.
Coordinate and support Promotions Committee meetings, including compilation of documentation, scheduling faculty and students, and processing results of meeting.
Assist in staging all-class meetings several times per year. Responsible for coordinating meeting materials for students.
Monitor completion of all requirements for graduation.
Verify the accuracy of each student's transcript and correct errors as needed.
Approve and process applications for graduation.
Support the registrar unit in coordination of several events and ceremonies, including the Student Involvement Fair, the White Coat Ceremony for first year students, the Match Day reception and celebration, the Distinguished Student Service breakfast, and the Distinction Track Recognition Ceremony, and MD commencement ceremony.
Assist with event set up, decorations, cleanup, etc.
Records Management
Authenticate and verify the accuracy of academic records.
Apply changes in academic record policies.
May assist with the processing of clinical course grades in conjunction with clinical departments throughout the calendar year and maintain accurate records in SID.
May assist with monitoring timely submission of grades and follow-up to ensure compliance with deadlines.
May serve has a contact for MAUI grade processing and grade changes.
Serve as record keeper for the academic files of all current students and graduates of the College of Medicine.
Respond to requests from students and graduates and licensing boards for information on dates of enrollment, grades, courses taken, leaves of absence, probation status, disciplinary action taken, Medical Student Performance Evaluations, and more.
Compose and/or use form letters if appropriate to verify enrollment and academic standing for students and graduates on request.
Process loan deferments.
Approve enrollment paperwork and verify reimbursements for students on military scholarships.
Maintain accurate student enrollment and registration records.
Maintain records of schedule changes, including documentation of approvals by clerkship departments. Disseminate advanced clinical schedules to students and provide follow-up assistance as needed.
Tuition and Fees
Apply and enter miscellaneous fees as authorized.
Make tuition adjustments and communicate with appropriate units.
Perform audits to meet tuition refund deadlines.
Perform routine analysis and auditing of tuition and fees assessment.
Scheduling and Classroom Assignments
Serve as primary support contact for students applying for away rotations. Respond to requests from students and host sites for required documentation and verifications.
Serve as primary administrator for AAMC Visiting Student Learning Opportunity Service (VLSO)
Coordinate the application process for outside students applying for visiting rotations at CCOM. Communicate with home school representatives, outside students and collegiate departments.
Coordinate with academic units to schedule classrooms for courses and exams.
Function as a collegiate administrator for MAUI. Assist processing course offerings in MAUI. Provide support to collegiate departments related to MAUI course offerings and procedures.
Function as a collegiate administrator for ICON. Provide ICON support and training for OSAC, pre-clinical, and clinical faculty, and staff.
Process scheduling for the clinical clerkships, which includes communicating with collegiate departments and students.
Work with technical support staff to prepare online schedule request system for students and process new schedules each year.
Manage annual updates to advanced clinical course book and deliver information to students.
Advise students on schedule changes and make referrals to faculty advisors and resources.
Systems Support and Development; Data Collection, Analysis, and Reporting
Collect and enter data for standard reports.
Coordinate technologically related processes, such as the onboarding process for new students and new OSAC staff, assist with Healthcare Human Resources, EPIC, and ERMA, and student ID badge requests. Send emails to student listservs in accordance with office policies.
Develop web surveys for OSAC via Qualtrics, as needed.
Budget Oversight and Management
Participate in unit decision making related to budget, policies, and procedures.
Assist with the budget for special events.
Leadership/Supervision
Not applicable
About The Office of Student Affairs and Curriculum:
The Office of Student Affairs and Curriculum (OSAC) is the group of 35 professionals that most directly facilitates the activities of medical students at the Carver College of Medicine. The mission is to provide an environment of scholarship and humanism in which our students can become the well-rounded physicians of tomorrow, fully prepared to enter into their professional lives focused on the well-being of their patients and communities. OSAC consists of 10 units, each focused on an aspect of student life. Among our duties are the selection of students that will thrive in this academic environment; to facilitate the delivery of a medical curriculum that provides the best didactic and practical learning experiences possible; to provide opportunities for students to experience the world through research, service, travel, and the humanities; and to support students throughout the learning process.
EDUCATIONAL REQUIREMENTS:
REQUIRED QUALIFICATIONS:
DESIRABLE QUALIFICATIONS :
Position and Application details:
In order to be considered for an interview, applicants must upload the following documents and mark them as a "Relevant File" to the submission:
Resume
Cover Letter
Job openings are posted for a minimum of 14 calendar days and may be removed from posting and filled any time after the original posting period has ended.
Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. Up to 5 professional references will be requested at a later step in the recruitment process.
For additional questions, please contact
Hybrid within Iowa: This position is eligible for hybrid work within Iowa and will require a work arrangement form to be completed upon the start of your employment. Per policy, work arrangements will be reviewed annually, and must comply with the and .
The University of Iowa is an equal opportunity/affirmative action employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, religion, national origin, age, sex, pregnancy (including childbirth and related conditions), disability, genetic information, status as a U.S. veteran, service in the U.S. military, sexual orientation, gender identity, or associational preferences.
About University of Iowa
With over 31,000 students, the University of Iowa is one of the nation's top public research universities, a member of the Big Ten conference and the Association of American Universities. The University of Iowa is composed of eleven colleges and is known around the world for its balanced commitment to the arts, sciences, and humanities. It is home to one of the nation's largest academic medical centers and the pioneering Iowa Writers' Workshop. The University of Iowa promotes work/life integration and is located in the casual yet cosmopolitan environment of Iowa City, widely recognized as one of the country's most livable communities.
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