What are the responsibilities and job description for the Assistant to the Registrar position at New York Medical College?
Overview
New York Medical College (NYMC) is seeking a dynamic and detail-oriented individual to join our team as the Assistant to the Registrar (ATR). This role, reporting directly to the Associate Registrar and the Registrar, is instrumental in maintaining student academic records and ensuring the smooth operation of registrar services for all NYMC colleges and the Touro College of Dental Medicine (TCDM).
Responsibilities
Student Records Management:
Maintain accuracy of student records in student information system (Banner),
Update data as needed to reflect changes in student progress and status.
Support Dean’s offices, Admissions, Program Directors, Advisors, Faculty, and Administrators in processing specific student populations.
Registration & Academic Support:
Coordinate registration process for students, working with Admissions, the Dean’s Office, Bursar’s Office, Financial Aid Office, and Student Affairs.
Create schedule of classes in Banner, assist with student registration online and manually, and process add/drop/withdrawals (including School Of Medicine lottery).
Ensure consistency in registration information and procedures on all websites.
Support faculty grade entry and verification. Follow up on all outstanding and non-final grades and process grade changes and repeated courses.
Correspond with students on graduation, registration, academic progress, following up on outstanding issues in a timely way.
Commencement:
Assist with Commencement preparations, working with internal and external parties on projects such as publication of the Commencement program, cap and gown orders, ticket distribution, diploma orders, etc.
Oversee graduation application, degree audit, and degree conferral for students.
Service Requests:
Process all student and third-party requests for all registrar office services, for students and alumni from all 4 NYMC schools including a steady volume of certifications and transcript requests. Update relevant databases.
Records Maintenance, Policies, and Reporting:
Maintain and archive student records in accordance with FERPA policy and retention guidelines.
Report student enrollment status to the National Student Clearinghouse & the Veterans Affairs office.
Maintain National Board of Medical Examiners database and maintain Step 1 & 2 scores in the student information system promptly. Correspond with students regarding instructions for applying for the exam, verify enrollment and send applications to NBME.
Provide feedback and suggestions to improve office policies and procedures, particularly where the implementation of technology can streamline our services.
Office Support
Provide office support, including supply-ordering, purchase orders, payment vouchers, equipment maintenance, etc.
Respond to and route e-mail and voicemail coming into department email account. Track e-mail volume. Respond to helpdesk tickets promptly.
Provide friendly and knowledgeable service to constituents in person, by phone, or email.
Together with the Registrar, Associate Registrar, and other university offices, work on projects related to publications (print and electronic), including website enhancements and catalog text.
Special projects and additional duties as assigned.
Qualifications
Education requirement:
Associate’s degree in a relevant field, or equivalent work experience.
Technical/computer skills:
Exceptional proficiency in Microsoft Excel and other office software. Database management experience highly preferred
Experience with Banner or similar student information system preferred.
Experience with Tableau preferred.
Prior experience:
2-4 years of administration experience required, preferably in an academic environment.
Other skills/requirements:
Experience providing helpful and courteous service to various constituencies, preferably in an academic environment.
Excellent interpersonal and communication skills.
Strong organizational and time-management skills.
Ability to handle sensitive information with confidentiality and discretion.
A proactive and self-motivated individual with a positive attitude.
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