Medical Education Program Specialist (Assistant Registrar) - Academic Affairs

Position Summary

The Medical Education Program Specialist will assist the Medical Education Program Coordinator (Site Registrar) through the Office of Academic Affairs, undergraduate medical education. The position will be responsible for programmatic support, registration assistance, record management and the meeting of accreditation standards. Will serve as a contact for clerkships, students and academic staff. Working knowledge of academic requirements will be essential for this role. The employee reports to the Medical Education Program Coordinator.

Duties & Responsibilities

• Responsible for Formal Academic Record Management Creates and maintains student face sheets, records, and student files in Box.
• Assists in creating and maintaining student schedules in Box.Processes elective grades received from departments by entering the grades in the Apex system and filing the grade reports in the student Box record.
• Works with department clerkship and elective coordinators to ensure timely grading of electives. Notifies students when elective grades are placed in their record. Assists in managing student inquiries regarding elective evaluations, providing guidance and information to help solve various problems.
• Assists in auditing student records for graduation requirements. Processes and records schedule change requests in a timely manner in Apex and E-Value. Ensures secure and confidential filing of all student records in Box for all Phases.
• Creates Supplemental Grade Reports for UIC registrar as needed to keep student records current and accurate. When necessary, enters grades into UIC registrar systems.
• Prepares and formats student Box electronic records for UIC’s Banner system upon graduation of classes. Assists in 10-year purge of records, working with UIC’s Records and Information Management Systems. Maintains detailed class lists for all Phases.

Academic Program Responsibilities

• Assists with development and coordination of Phase 2 and Phase 3 student schedules with the E-Value/Optimizer system.
• Assists in help sessions regarding the Optimizer system for Phase 2 and Phase 3 students during scheduling season. Enters new courses into E-Value, assist in maintaining current courses, assist clerkship and elective coordinators with troubleshooting E-Value when needed, and update evaluations in the E-Value system when needed.
• Accesses and updates Association of American Medical College’s (AAMC) Student Record Systems (SRS) as needed to ensure that student data is accurate.
• Attends UICOMP and campus-wide meetings related, as needed. Contact for Phase 3 students in AAMC’s Visiting Student Learning Opportunities program (VSLO) to ensure verification and proper documentation is uploaded so that UICOMP student applications to “Away” rotations can be released in a timely manner.
• Works with the registrar and UICOMP business office when affiliation agreements are requested for “Away” rotations.
• Prepares and sends blank evaluations to “Away” programs in which UICOMP students rotate.
• Tracks receipt of evaluations and ensures UICOMP department chair assigns final grade so that evaluations are processed in a timely manner.
• Notifies department Chairs/Heads of UICOMP students’ “Away” rotations by pulling a Webtools report and sending monthly, or as needed.
• Coordinates and maintains VSLO for students from other programs (“visiting students”) coming to UICOMP to rotate on electives. Reviews visiting student applications, ensure applications are complete and HIPAA, OSHA, BLS, and other required documents are complete prior to the rotation.
• Works with department clerkship and elective coordinators to track approved visiting students.
• Keeps a record of the visiting students’ evaluations from our program. Notifies UICOMP’s mission partners of visiting students and obtains Electronic Medical Record (EMR) access during their rotation.