What are the responsibilities and job description for the Registration & Visiting Student Coordinator position at Loyola University Chicago?

Position Details

Job Title

REGISTRATION COORDINATOR, SSOM

Position Number

8150413

Job Category

University Staff

Job Type

Full-Time

FLSA Status

Non-Exempt

Campus

Maywood-Health Sciences Campus

Department Name

STUDENT AFFAIRS

Location Code

STUDENT AFFS-REGIS & RECORDS (06412E)

Is this split and / or fully grant funded?

Duties and Responsibilities

First Point of Contact for Alumni, Faculty, Medical Students, and Staff.
In-person encounters as well as telephone and email communication, which ranges from general questions regarding registration, Student records, away rotations, USMLE registration, Transcripts requests, licensure, and education verification.
Triage questions, issues, and problems for Students, Faculty, and Staff by providing or finding correct answers, problem-solving, or referring to the correct office.

Registration and File Management / Documentation

Helps transition new Student records from Admissions to ORR.

Manages and maintains Stritch Student and Alumni records.

Manages and processes Transcript requests for Students and Alumni.

Tracks missing grade evaluations from SSOM and extramural locations.

Distributes evaluation forms to extramural sites as needed.

Assists in Match Week process, including providing support for Supplemental Offer & Acceptance Program (SOAP) and sending out electronic files for unmatched students seeking positions after SOAP.

Assists with closing out students' records and, along with the Records Coordinator, creates permanent files for each Student upon graduation.

Along with the Records Coordinator, scans, indexes, and verifies students' files for each graduating class for import into DocFinity.

Management of Visiting Student Processes (Internal and External)

Manages the application process for outside visiting Students (domestic and international) applying to elective rotations at SSOM / LUMC through the AAMC's VSLO® system. Reviews applicant eligibility and oversees the onboarding process.

Work with external departments within LUMC / Trinity and LUC to ensure Students are properly credentialed on the first day of elective rotation, including EPIC access, Network access, ID Badge creation, and pick-up.

Provide relevant visiting Student information to Hines VA ADPACS (Coordinators) for VA credentialing / onboarding.

Provide pertinent information regarding pre-rotation work and requirements in an organized and clear manner via email, telephone, and in person.

Leads short orientation sessions on the first day of each elective period for visiting Students, welcoming them to SSOM / LUMC, including providing pertinent information along with ID Badge distribution.

Collects ID badges from visiting Students at the conclusion of rotation.

Processes non-VSLO® external elective application forms, providing any required documentation and soliciting final approval from the Office of Student Affairs and the external site.

Interfaces with LUMC Graduate Medical Education (GME) Office.

Interface with Students, Alumni, and Departments within LUC

Understands and applies FERPA regulations and procedures when requested to release student information.

Understands, applies, and interprets SSOM ORR policies and procedures and academic requirements for Students, Staff, and Faculty.

Interfaces with the LUC Office of Registration & Records, Financial Aid and Bursar Offices, and Alumni and Development Offices, as needed.

USMLE Registration

First point of contact for USMLE Step 1 and 2 Registration.

Collects and processes Step 1 Registration Forms.

Certifies SSOM enrollment verifications through the NBME website.

Other Duties

Backs up Records Coordinator as required, including, but not limited to, processing Education Verifications, Records Management, Licensure documentation, Graduation preparations, Diploma ordering, etc.

Provides student assistance with Trinity System Lockouts by contacting the Help Desk or the appropriate contact person.

General office filing and organization.

Provides general support and backup to the Office of Student Affairs when needed.

Must attend and participate in several required events throughout the year, including Commencement Ceremony, White Coat Ceremony, and M1 Orientation.

Other duties as assigned.

Minimum Education and / or Work Experience

Bachelor's Degree and 1 - 3 years of Higher Education experience.

Qualifications

Bachelor's Degree and at least 1 - 3 years of Higher Education experience.

Must have solid organizational skills.

Must be detail-oriented; have good problem-solving / critical thinking skills, including identifying obstacles and identifying solutions.

Exceptional interpersonal and communication skills (written and verbal).

Demonstrate initiative, prioritize assignments, and meet deadlines.

Ability to be an effective team member and willingness to learn and grow.

Ability to successfully work independently and in a team-oriented environment.

Maintain standards regarding confidentiality of all student information within FERPA and departmental guidelines.

Excellent computer skills, including MS Office and home-grown programs.

Business casual attire and a professional demeanor are expected. Professional communication with Students, Visitors, Staff, Faculty, and all members of the Administration is expected at all times.

Certificates / Credentials / Licenses

Bachelor's Degree and at least 1 - 3 years of higher education experience.

Computer Skills

High level of knowledge, skills, abilities, and experience with applications especially Microsoft Office, e-mail, internet browsers; data entry and retrieval using effective search techniques, and a general understanding of what to expect from networks and servers.

Supervisory Responsibilities

Required operation of university owned vehicles

Does this position require direct animal or patient contact?

Physical Demands

None

Working Conditions

None

Open Date

01 / 27 / 2025

Close Date

Position Maximum Salary or Hourly Rate

31.25 / hr

Position Minimum Salary or Hourly Rate

21.64 / hr

Special Instructions to Applicants

About Loyola University Chicago

Loyola University Chicago is a private Jesuit University founded in 1870 by the Society of Jesus. One of the largest Catholic Universities in the United States, Loyola's professional schools include programs in medicine, nursing, and health sciences anchored by the Loyola University Medical Center, and the Loyola University Chicago School of Law. Comprised of thirteen colleges and schools, Loyola University Chicago offers more than 80 undergraduate and 140 graduate / professional programs while enrolling approximately 17,000 students. In addition to offering a world class educational experience, Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits. Our benefits are centered on health and wellness, financial security, equity, and work-life balance. We offer medical, dental, vision, 403(b), HSA, FSAs, tuition benefit, pre-tax transit benefits, EAP, and more. To view our benefits in detail, click here .

As one of the nation's largest Jesuit, Catholic Universities, Loyola University Chicago fosters a transformative cultural experience that honors Diversity, Equity, and Inclusion. We are committed to recruiting and retaining a diverse, mission driven workforce that enables a culture of inclusivity. We act with the heart of a nonprofit organization and an academic enterprise with ethical practices that advance the Jesuit Mission. Loyola actively seeks to build a community of diverse opinions, perspectives, and backgrounds that support our Jesuit tradition, while helping Ramblers foster a sense of belonging and affinity for all.

Loyola University Chicago is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion (except where religion is a bona fide occupational qualification for the job), national origin, sex, age, disability, marital status, sexual orientation, gender identity, protected veteran status or any other factor protected by law.

Quick Link for Posting

https : / / www.careers.luc.edu / postings / 30855

Salary : $22

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