Admissions and Records Representative - College of Medicine

With minimal supervision, serves as the primary contact for medical students and the COM Administrative and Educational departments, as well as affiliate hospitals. Performs skilled records and/or registration duties including credential evaluations, policy interpretation, students' academic records analysis, and student registration work under general supervision of higher-level personnel. Participates in the implementation and development of the programs and processes in the COM and Banner databases related to registration, records, courses and clinical site scheduling for medical students (M1-M4), joint degree students, as well as clinical site compliance required for the Doctor of Medicine curriculum.

Duties & Responsibilities:

Implement policies and procedures related to COM records and registration programs and processes using the Board of Trustee and University policy guiding such activities.

Provide guidance and assistance to students regarding registration, academic performance and progress, assessments, clinical scheduling, and status in the COM.

Create and update University and COM registration information for students.

Validate and process all grade related data for the COM offices/departments and the College’s Curriculum committees to maintain accurate course and grade information in the COM database (e.g. exam scores, final grades, clinical performance evaluations/comments, etc.).

Maintain student records and registration in the COM database and in the campus Banner database with the Office of Admissions and Records.

Provide timely verification and processing of Doctor of Medicine degrees for State medical licensure forms and fellowship applications.

Work with the COM Financial Aid Office to monitor accurate awarding of financial aid for students.

Act as liaison between COM and various regulatory medical agencies (i.e. Association of American Medical Colleges and the National Board of Medical Examiners) regarding maintenance of student enrollment and records and the management of exam scores and grades.

Function as liaison between the COM offices/departments and affiliate hospitals regarding selection of students, reporting instructions, clinical site health compliance, clinical scheduling and assessments of student performance.

Develop and update communications to M3 & M4 students concerning clinical scheduling and required student and clinical site compliance of affiliated hospitals.

Manage the maintenance of student clinical scheduling and all required student health and clinical site compliance documentation in the COM database.

Administrative

Complete reports, forecasts, and surveys for the Director and COM administration.

Provide guidance and assistance to COM offices/departments, all campuses (Chicago, Rockford, Peoria) and affiliate hospital departments regarding student grades, assessments, and clinical scheduling, clinical site health compliance, and the COM database and applications.

Give presentations at orientation, class meetings, workshops, and committee meetings.

Represent COM Records & Registration office on academic and administrative committees and task forces.