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Associate Registrar - Georgetown University School of Medicine
The Associate Registrar is charged with enhancing and maintaining technologies and business processes in full support of the student system of record and all associated systems. The Associate Registrar will support all office functions and explore new technologies to student evaluation services, document storage/management, and registration. Areas of responsibility include business process implementation and documentation, reporting, official recording of grades, graduation support, proctoring and all university wide system maintenance and support as it applies to the school. In addition, the Associate Registrar shares responsibility for ensuring that students have met all requirements for graduation through counseling and regular monitoring of their progress. This position assists in making the determination of academic honors cutoffs and produces reports used in the determining AOA and honors ceremony awards. Other responsibilities will include general administrative tasks associated with registration, certification and graduation - there are time frames in which the entire office mobilizes and duties involved in these processes are shared. This position will assume responsibility for ensuring the office functions smoothly. The incumbent will work with employees to manage office efficiently and effectively. The Assistant Registrar will also be responsible for office schedules, ensuring that phone calls and messages are dealt with in a timely manner and that all inquiries are handled professionally and courteously. Requires advanced knowledge of office credentialing and licensure business process. Duties include but are not limited to:
M3 Grading Management
Manages all aspects of year round M3 registrar grading process including grade retrieval, Banner grade entry, MSPE comment storage and missing grade round up. Assists Assistant Registrar with M4 grading process to include the same.
Liason with Clerkship Coordinators for timely submission of all grades including Ml/M2 process via MyAccess
Electronic Residency Application Service (ERAS) Administration
Co-Administrates the nine month long Electronic Residency Application system including the issue of access tokens, document upload including letters of recommendation, transcript, applicant photos, and MSPE.
Assists Registrar with the Supplemental Offer and Assistance Program during NRMP match week.
Training & Business Process Improvement
Training other staff members in the technological functions of the office is critical to the continued professional development of office staff, and essential in providing a wider-base of knowledge of the technological functions of the office including tasks related to reporting, data warehousing, examinations and graduation. Increase knowledge and expertise in Banner and Cognos 8
Develop instructional materials to teach dean's and registrar's staff new business procedures adopted due to the Banner implementation.
Generate reports from Banner/Cognos to determine if data entered into Banner is complete, consistent, and available to those deans, faculty, and staff who need the data
Advise, Counsel, and Provide Information to Students and Faculty
The incumbent must become an expert in all Registrar's Office functions, including grades, transcripts, certifications and registrations, and be familiar with all office policies and procedures. S/he must also be familiar with functions provided by financial aid, admissions, medical education, informatics group, etc.
Triages students to appropriate medical school office. Answers questions if the registrar, financial aid person, or student services person responsible for a particular area is absent, resolves the occasional discrepancy between policies.
Drafts correspondence representing the Medical School for external and internal offices, organizations, and individuals without further review.
Additional General Responsibilities
Assists with requests for data to meet academic and institutional needs . Provides full support for the redesign, support and maintenance of the School of Medicine Registrar webpage. Generates enrollment and degree Certifications, official transcript production, student account troubleshooting.
Assists in all aspects of graduation. Co-Manages the preparation and delivery of National Student Loan Clearinghouse files, AAMC SRS system updates, LCME files,
VSAS, VAOnce Certification, and MSPE generation etc .
Responsible for office management, NBME proctoring and other projects and duties as assigned.
Bachelor's degree or minimum of 5 years of higher education experience
Expertise in supporting enterprise systems, like Ellucian's Banner, and the management of databases. Experience using and developing business intelligence from reporting tools, such as Cognos.
Experience in business process improvement, such as LEAN/Six Sigma, and preparing supporting documentation.
Advanced skills in MS Word, Access, Excel, and the G-Suite. Expertise in both Windows and Mac operating systems. Web design and programming knowledge.
Training and knowledge transference experience
Professional advising experience required
Advanced skills in Word, e-mail software, and PC-based database management programs, such as Microsoft Access and Excel needed
Strong interpersonal skills and ability to communicate across a wide spectrum of stakeholders
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Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation) , disability status, protected veteran status, or any other characteristic protected by law.
Georgetown University offers a wide variety of comprehensive and competitive benefits. Benefits packages include comprehensive health, dental and vision plans, disability and life insurance coverage, retirement savings programs, tuition assistance, voluntary insurance options (including group legal, accident, and critical illness), and much more. Whatever your need, the Office of Faculty and Staff Benefits will be standing by to support you. You can learn more about the benefits offered to eligible faculty and staff at https://benefits.georgetown.edu or view the online interactive benefits guide for more information.
Internal Number: JR07659
About Georgetown University
Established in 1789, Georgetown is the nation's oldest Catholic and Jesuit University. Georgetown is one of the world's leading academic and research institutions, offering a unique educational experience that prepares the next generation of global citizens to lead and make a difference in the world.