What are the responsibilities and job description for the Registrar Services Specialist position at The University of Iowa?
The Carver College of Medicine is seeking a Registrar Service Specialist, in Office of Student Affairs and Curriculum (OSAC), to provide registrar services primarily for MD students and graduates of the college, including enrollment, education, advising, and degree verification. Duties in this dynamic environment include: coordinating scheduling and registration, maintaining student academic records; support preparation of reports and enrollment statistics; assist with special events for students in the College of Medicine, and welcoming students and visitors to the office suite. 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%
Primary duties to include:
- Advanced Phase Clinical Scheduling:
- Oversee annual updates to advanced clinical course book and deliver information to students. Manage schedule offerings information system.
- 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.
- Visiting Students & Away Rotations:
- Coordinate the application process for outside students applying for visiting rotations at CCOM. Communicate with home school representatives, outside students and collegiate departments.
- 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.
Registration and Enrollment Services
- Coordinate course offerings and seat availability.
- Maintain working knowledge of the policies and procedures of the Federation of State Medical Boards and the UI Registrar’s Office.
- Provide general support for the Office of Student Affairs and Curriculum, including answering questions for students, faculty, staff, and the general public.
Degree Progression
- Interpret and apply degree requirements, exceptions and standards.
- Monitor completion of all requirements for graduation.
- Process leaves of absence, withdrawals, dismissals and extended schedules as necessary, including maintaining updated records in SID and the AAMC student records system.
- May assist with the monitoring of weekly board exam results from National Board of Medical Examiners and import student score data into SID.
- Assist with Promotions Committee meetings, including compilation of documentation, scheduling faculty and students, and processing outcomes.
- Assist in staging all-class meetings several times per year.
- Support the registrar unit in coordination of several events and ceremonies, including the White Coat Ceremony, Match Day celebration, and MD commencement ceremony.
Records Management
- Maintain accurate student enrollment and registration records.
- 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.
- Verify enrollment and academic standing for students and graduates on request.
- Disseminate advanced clinical schedules to students and provide follow-up assistance as needed.
- Maintain records of schedule changes, including documentation of approvals by clerkship departments.
Scheduling
- Process scheduling for the advanced clinical clerkships, which includes communicating with collegiate departments and students.
- Manage annual updates to advanced clinical course book and deliver information to students.
- Coordinate the application process for outside students applying for visiting rotations at CCOM. Communicate with home school representatives, outside students and collegiate departments.
- 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).
- Work with technical support staff to prepare online schedule request system for students and process new schedules each year.
- Advise students on schedule changes and make referrals to faculty advisors and resources.
- Function as a collegiate administrator for MAUI and ICON.
Systems Support and Development; Data Collection, Analysis, and Reporting
- Coordinate technical system processes, such as the onboarding process for new students and new OSAC staff, assist with ERMA appointments and student ID badge requests.
Full job description available upon request.
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:
- Bachelor’s degree or equivalent education and experience is required.
REQUIRED QUALIFICATIONS:
- Experiences with student services or related registrar support experience in a university setting is required.
- Proficient in computer software packages, databases, spreadsheet programs, and online systems is required.
- Excellent written and oral communication skills are required.
DESIRABLE QUALIFICATIONS:
- Experience working with medical, health science or graduate/professional students is desirable.
- A working knowledge of the University of Iowa, MAUI and ICON is desirable.
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 stacy-pruter@uiowa.edu
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 remote work program and related policies and employee travel policy when working at a remote location.
