Job Description:

FLSA Status: Exempt

Job Summary:
The Assistant Director Records and Registration is responsible for a variety of programmatic tasks required for delivery of student services and the maintenance of medical student records. The Assistant Director Records and Registration works closely with the main campus Office of Registrar and works collaboratively with multiple School of Medicine offices, including Offices of Student Affairs, Admissions and Outreach, Educational Affairs and Accreditation, and Assessment and Evaluation.

Duties and Essential Job Functions:
Maintains, interprets, and implements university, state, and federal guidelines and policies regarding student records.

Maintains permanent records for historical degree requirements; matriculated student's official academic record; course and elective catalogs and student policies.

Develops procedures for publications, including school bulletins, student handbooks, Web site pages, and the student directory.

Maintains school archives of licensing examination scores.

Assists main campus Office of Registrar in the production of diplomas for graduation and certify that all students have satisfied institutional graduation requirements.

Receives, records, and secures documentation for final course grades and student performance evaluations; maintains and distributes official transcripts.

Coordinates the withholding of diplomas and transcripts from individuals with outstanding obligations to the institution with other departments.

Establishes policies for access to student academic records in accordance with the Federal Educational Rights and Privacy Act (FERPA).

Coordinates academic calendar and course creations/revisions within main campus PeopleSoft.

Coordinates student course registration, including the AAMC's Visiting Student Application Services (VSAS).

Coordinates enrollment, including add/drop activities, and monitors the status of all students, working closely with Offices of Student Affairs and staff in financial aid regarding eligibility.

Certifies eligibility for United States Medical Licensure Examinations (USMLE), National Board of Medical Examiners (NBME), and National Residency Match Program (NRMP).

Maintains and prepares student directory information.

Assists Office of Student Affairs with preparation of the Medical Student Performance Evaluation (MSPE) and Electronic Residency Application Service (ERAS) documents.

Maintains statistical data on student demographics, enrollment and academic progress for internal and external audiences, including institutional research and AAMC's Student Record System (SRS).

Prepares and submits enrollment reports for committee needs.

Performs other related duties as assigned.
Required Education and Experience:
Bachelor's degree.
3 plus years' experience with accredited college or university enrollment management capacity (e.g., registrar, student registration).

Preferred Education and Experience:
1 plus year experience in graduate and/or professional (i.e., medical, law, pharmacy, dental) enrollment management (e.g., registrar, student registration).

Knowledge, Skills & Abilities:
Knowledge of PeopleSoft.
Knowledge of medical school student enrollment cycle, academic calendar and scheduling.
Knowledge of all legal and accreditation-related requirements associated with the processing, storing, releasing, archiving, and destruction of student educational records.
Knowledge of course creation in a university student information system.
Ability to maintain security and confidentiality of data.
Ability to function with a high level of awareness for protecting sensitive information.
Ability to understand the appropriate use and sharing of data and the ability to write reports when needed.
Ability to articulate proper practices to campus constituencies and to explain to students their rights and responsibilities regarding their records.
Ability to interact and communicate positively and work effectively with a diverse group of peers.
Ability to use critical thinking skills to resolve student records issues and seek assistance when needed.
Ability analyze and understand the interconnectedness of systems, medical school culture and processes.
Ability to identify and operationalize customer and student services best practices.
Ability to communicate and interact with others individually or in groups.
Ability to give and receive feedback effectively.

Physical Requirements (With or Without Accommodations):
Visual acuity to read information from computer screens, forms and other printed materials and information.
Able to speak (enunciate) clearly in conversation and general communication.
Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
Lifting and moving objects and equipment up to 10 lbs.

Work Environment:
Work is primarily indoors and sedentary and is subject to schedule changes and/or variable work hours.
There are no harmful environmental conditions present for this job.
The noise level in this work environment is usually moderate.

As an AA/EEO employer, TCU recruits, hires, and promotes qualified persons in all job classifications without regard to age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, covered veteran status, or any other basis protected by law.

Job Qualifications:

Required Education and Experience:
Bachelor's degree.
3 plus years' experience with accredited college or university enrollment management capacity (e.g., registrar, student registration).

Preferred Education and Experience:
1 plus year experience in graduate and/or professional (i.e., medical, law, pharmacy, dental) enrollment management (e.g., registrar, student registration).

Knowledge, Skills & Abilities:
Knowledge of PeopleSoft.
Knowledge of medical school student enrollment cycle, academic calendar and scheduling.
Knowledge of all legal and accreditation-related requirements associated with the processing, storing, releasing, archiving, and destruction of student educational records.
Knowledge of course creation in a university student information system.
Ability to maintain security and confidentiality of data.
Ability to function with a high level of awareness for protecting sensitive information.
Ability to understand the appropriate use and sharing of data and the ability to write reports when needed.
Ability to articulate proper practices to campus constituencies and to explain to students their rights and responsibilities regarding their records.
Ability to interact and communicate positively and work effectively with a diverse group of peers.
Ability to use critical thinking skills to resolve student records issues and seek assistance when needed.
Ability analyze and understand the interconnectedness of systems, medical school culture and processes.
Ability to identify and operationalize customer and student services best practices.
Ability to communicate and interact with others individually or in groups.
Ability to give and receive feedback effectively.

Physical Requirements (With or Without Accommodations):
Visual acuity to read information from computer screens, forms and other printed materials and information.
Able to speak (enunciate) clearly in conversation and general communication.
Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
Lifting and moving objects and equipment up to 10 lbs.

Work Environment:
Work is primarily indoors and sedentary and is subject to schedule changes and/or variable work hours.
There are no harmful environmental conditions present for this job.
The noise level in this work environment is usually moderate.

As an AA/EEO employer, TCU recruits, hires, and promotes qualified persons in all job classifications without regard to age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, covered veteran status, or any other basis protected by law.


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