REGISTRATION SPECIALIST

Req #: 241833 Department: SCHOOL OF MEDICINE - DEANS Job Location: Health Sciences Center, Remote/Hybrid Job Location Detail: Hybrid Eligible Posting Date: 01/08/2025 Closing Info: Open Until Filled Salary: $5,176 - $5,720 per month Other Compensation: Shift: First Shift Benefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty.

The School of Medicine has an outstanding opportunity for a Counseling Services Coordinator to join their team.

The Registration Specialist is responsible for assisting students, faculty, staff, and alumni with a variety of academic services, including: managing academic policies and procedures, maintaining student records and transcripts; administering student registration, enrollment verifications, and course scheduling; conducting degree audits and reporting; and ensuring institutional compliance with education-related university, state and federal standards and regulations. This position oversees the course registration, grade reporting, and degree auditing for the preclinical curriculum, which is delivered across six universities across the Washington, Wyoming, Alaska, Montana, and Idaho (WWAMI) region. The Registration Specialist participates in the clerkship scheduling process for clinical medical students, and meets with and advises medical students on academic planning and their progress towards fulfilling School of Medicine degree requirements.

The Registration Specialist has frequent contact with the School’s administrative and regional leadership, clerkship faculty and administrators, financial aid, the University Registrar’s office, and medical students. This position requires a high degree of independent decision-making, problem-solving, and the ability to prioritize multiple and competing tasks while meeting frequent deadlines. The position must be able to independently understand, interpret, and communicate complex policies to faculty, staff, and medical students. The Registration Specialist must be service-oriented and customer-focused, have excellent written and verbal communication skills, and able to address questions, problems, and concerns from faculty, staff, and medical students in a prompt, professional, and confidential manner.

The Registration Specialist directly impacts the scope and quality of medical education program provided to over 1,100 enrolled medical students. The position is integral in ensuring that academic affairs programs meet the compliance and accreditation standards as established by the Liaison Committee on Medical Education, federal and state laws, and university regulations. The position provides a critical communication link between students, academic affairs, regional WWAMI offices, preclinical and clinical departments, and the University of Washington. This position is responsible for ensuring that all students are registered appropriately for their courses and meeting their applicable graduation requirements.

DUTIES AND RESPONSIBILITIES

Medical Student Enrollment Management - 35%:

Manage quarterly enrollment operations for 1st and 2nd year medical students, including course registration, add/drop functions, student withdrawals, and other student registration issues. Coordinate the course remediation registration process, track student completion of remediation coursework, and document course remediation information in internal School of Medicine databases and official university systems.

Assist with registration for 3rd year medical students as needed.

Co-manage the scheduling process of required clerkships for 4th year medical students and elective clerkships for all medical students, including away/visiting electives and nonclinical electives. Advise students of their progress towards completing the graduation requirements. Adjust student schedules as needed.

Collaborate with specialty career advisors, academic departments, and deans to improve scheduling services in support of the needs of students. Make student referrals to career advisors for academic and residency application advising as appropriate. Make referrals to Learning Specialists, the Proactive Advisor, and deans as needed.

Advise students, faculty, deans, and staff on university, school, and unit policies, standards, and procedures for registration and scheduling.

Participate in the student eligibility certification process for the national USMLE Step 1 and Step 2 licensing exams.

Coordinate the granting of degrees and diplomas for medical students with the University registrar.

Recordkeeping, Data Management, & Reporting - 35%:

Interpret and enforce school and university policies and rules, and federal regulations that relate to academic standards, student academic records, and LCME compliance.

Maintain a comprehensive knowledge of all new and updated regulations regarding academic records and institutional policies; communicate these to all affected departments and personnel.

Create and manage all academic records for current and former medical students, including student demographic data, student records integrity, document archiving, and student records retention, in accordance with federal and state laws and University academic record and records retention policies and procedures.

Coordinate the transfer and receipt of student information and grade files from the regional WWAMI partner institutions to the School of Medicine when needed, and from the School of Medicine to the main University of Washington registrar’s office and databases. Ensure accurate and timely receipt and processing of grades from all preclinical WWAMI sites.

Provide timely updates of student statuses and actions in school, university, and external databases. Enter data into such systems as appropriate.

Provide assistance to Financial Aid so they may issue tuition waivers for 1st and 2nd year medical students enrolled at WWAMI partner universities. Apply WWAMI transcript statements as appropriate.

Conduct routine audits of student data, grades, schedules, graduation requirements, and transcripts in school, university, and national student database systems. Develop and implement processes for verifying data with increased accuracy and efficiency.

Create and issue enrollment confirmation and degree verification letters, residency credentialing forms, and documentation for current medical students in a timely manner. Assist with alumni degree verification requests as needed. Develop and maintain internal systems for tracking verification requests and statuses.

Prepare statistical reports and documentation for internal school and university reports, accreditation, and other external organizations as needed.

Collaborate with IT and other stakeholder departments to develop data reports and tools for administrative and student use. Audit new systems to ensure data and privacy needs are met prior to implementation.

Customer Service - 20%:

Respond to large volumes of calls, emails, and face-to-face inquiries in a friendly and professional manner. Assist in monitoring a shared departmental inbox.

Promote a customer-focused environment and office operations through problem-solving, flexibility, commitment, discretion, empathy, and inclusivity. Provide prompt, accurate, and efficient services and information to students, deans, faculty, administrators, and external agencies.

Analyze and resolve recurring customer service opportunities, and work with the School of Medicine Registrar on continuous improvement to streamline and revise processes to enhance customer service and programmatic sustainability.

Create and review written student communication, such as emails and web content. Collaborate with affiliated university, school, and WWAMI offices to develop scheduling information and resources for medical students. Conduct small and large group presentations and information sessions for students, staff, faculty, and deans.

Administrative Operations (10%):

Collaborate in the creation and maintenance of registration unit policy and procedure manuals.

Represent the registration and scheduling unit on School of Medicine committees, working groups, special projects, and/or initiatives as appropriate.

Participate in trainings and relevant professional development activities to support professional and/or departmental growth. Operationalize and/or integrate learning from these trainings into the work unit and work processes.

Other duties as assigned.

MINIMUM QUALIFICATIONS

Bachelor’s degree in a related field and 2 years of experience in advising or counseling students, educational program management, or registration and scheduling operations.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

ADDITIONAL REQUIREMENTS

Excellent interpersonal, conflict resolution, and problem-solving skills with a highly collaborative and communicative style. Strong written and oral communication skills.

Exceptional organizational skills and attention to detail.

Skilled in multi-tasking, organizing resources, establishing priorities, and meeting frequent and competing deadlines.

Ability to effectively manage stressful situations and changing priorities with high levels of diplomacy and confidentiality.

Ability to work in a fast-paced environment, and to work in a large, highly complex organization and across multiple levels to achieve results.

Ability to handle large volumes of calls, emails, and face-to-face inquiries in a friendly and professional manner. Demonstrated experience in managing challenging customer or student service environments and resolving difficult situations and complaints.

Ability to exercise judgment, initiative, and work independently with a high degree of reliability, accuracy and productivity.

Ability to anticipate, recognize and resolve issues. Commitment to continuous quality improvement.

Exhibits a professional work ethic and maintains a positive, optimistic, and success-oriented attitude.

Ability to interpret and communicate policies, procedures, and legal documents.

Experience working with Microsoft Office suite, student database systems, electronic file management systems, and other affiliated IT reporting platforms.

Experienced in data entry and in managing and manipulating spreadsheets in Microsoft Excel.

Demonstrated cultural competency in customer service and team environment. Promote a safe and inclusive work environment.

WORKING ENVIRONMENT CONDITIONS

The work environment is typical of a normal office environment. Most of the job is performed while sitting, although the work will require occasional lifting and carrying of boxes up to 25 lbs. Keyboarding is required on a daily basis, which may be extensive at times.

Full time schedules are assumed to be at least 40 hours; however, employees are expected to work to complete job responsibilities. This position may require the employee to work beyond a normal work week and intermittently requires evening and weekend time to meet project deadlines and attend meetings and events. Travel to regional WWAMI sites may be required.

Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are access ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

Salary : $5,176 - $5,720