Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
This position is full-time and works approximately 40 hours per week.
Department Name/Job Location:
This position is in the Student Support Services. This position is for the Medical School Campus.
Assist Registrar in integrity assurance and proper maintenance and access of all WUSM academic records, with emphasis on oversight for course related records, web-based interfaces, transcript/enrollment verifications, and other academic related records and database coordination and management.
PRIMARY DUTIES AND RESPONSIBILITIES:
Student Records Related Responsibilities & Data Integrity Assurance
Oversight of transcript production, enrollment/degree verifications, and various licensure certifications, and includes daily monitoring of WUSMRegistrar@wustl.edu account which receives customer inquiries
Responsive attention to numerous requests for information from all constituents
Monitoring and oversight of grades completion and/or grade changes for all MD students
Maintain databases of current WUSM student information (i.e., OMNIBUS, SIS, and OASIS)
Assist in overall management of academic records for all current and former students
Assist with final year end degree audits as needed
Assist in providing verifications of student status, VA certifications, and loan deferments
Responsibility for critical assistance with course/clerkship scheduling
Assist with administrative WUSM student registrations, including both core and selective/elective courses, as well as related ongoing update procedures for adds, drops, changes, in addition to student grades and evaluation-related system updates, etc. (i.e., SIS updates, OASIS system updates, etc.)
Modify and help prepare miscellaneous enrollment and statistical reports, including assisting with various LCME, AAMC and/or accreditation related reporting requests
Help manage physical files, checking on office’s archival file contents log for accuracy, etc.
Assist with scanning of permanent record elements, including microfilming, for all graduates
Assist with student awards processing
Backup for certifying and monitoring Criminal Background Checks (CBC’s) or other Registrar needs
Course Listings, Bulletin, Publications, and Website Management
Supervising complete Bulletin work flow and production processes in cooperation with Public Affairs and IT team; work includes scheduling annual meeting and delivering a key training session with 70+ Bulletin and departmental users on procedures, troubleshooting, etc.
Manage and coordinate course listings updates (i.e., in-house WUCRSL system), interfacing with departmental and/or program area contacts; creating, editing, and maintaining course listings entries, when needed, while also facilitating proper transfer from course listings into online Bulletin’s permanent history
Oversight of WUSM Registrar website, making updates (via WordPress or other software) as needed
Review of all course listings matter (online and in various output formats) for accuracy and consistency, making assessments, suggesting changes to remain compliant with standards
Granting approval on final course listings entered each semester or year depending on program
Coordinate miscellaneous Admissions publications (i.e., viewbook and orientation guidebook)
Front-Desk Oversight & Other Significant Administrative Support
Provide direct point-of-contact support for all office-suite visitors This work can include:
Serving as an administrative office assistant, serving as a greeter, answering phones, copying files and reports, and/or organizing packets and materials in support of the Student Support Services office functions, assisting with ordering supplies, etc.
Responsible for copying various reports and delivering to appropriate sources in confidence, at times including mail room pickup and errand runs.
Work includes helping with study carrel keys and pager distribution, as well as a disbursement of student refund checks, and/or other work that arises in front-desk office area.
Assist making periodic backup event room reservations, space assignments, facilities support, and basic office calendaring when needed (using Archibus software or other relevant event-scheduling software)
Assist with compilation of confidential materials for Committee on the Academic and Professional Evaluation of Students (CAPES) and/or other committees, nearly monthly, including scheduling of related meetings, room reservations, agenda preparation and distribution; may include meeting attendance and transcribing of minutes.
Occasionally assist Registrar and other Deans with scheduling of special meetings and/or other office automation assistance (i.e., calendaring, bulk mailings, distribution of materials in mail, etc.)
Provide backup for tuition and financial aid records and transactions on limited basis, when needed.
Assist with periodic proctoring of medical student shelf exams and/or other duties as needed
Organize and maintain basic office records processing and procedural documentation and help sheets.
Assist with updates to system profiles and user accounts (i.e., via ConnectAdmin, Oasis user mgmt., etc.)
(Involves Professional Discretion, Representation & Confidentiality Across Numerous Constituents)
Effective professional communication skills called upon while assisting as a liaison between academic records office and numerous WUSM-related constituents including: Office of Medical Student Education (OMSE), Allied Health program area contacts (Physical Therapy, Occupational Therapy, Audiology & Communications, etc.), the main Danforth campus community, plus vendors, donors, students, parents, alums, and faculty.
Adhere to Family Educational Rights and Privacy Act (FERPA) guidelines and laws, alerting Deans and Registrar to possible violations and deviations; ensure compliance with University policies, as well
Work involves contact with School of Medicine program representatives, contact with students, faculty, and staff, as well as contact with various vendors as needed; all contact and support is required to be done with complete professional discretion and assurance of confidentiality
Periodically serve as a professional representative of the WUSM Registrar at various meetings
Special Events & Projects
Team collaboration of annual MD student orientation registration day
Team collaboration of annual MD graduation ceremony events
Seasonal office support for orientation and commencement activities. This work includes preparation of graduation documents, including scanning and working with diplomas, etc.
Coordination of new initiatives and miscellaneous special projects, as will be periodically assigned (i.e., due to the nature of an academic environment where Deans, faculty, and policies will invariably change over semesters.)
Equivalent of High School diploma with some college coursework.
Bachelors degree plus 2+ years student records related experience and/or publications or digital communications work.
Advanced coursework is desirable and/or evidence of an understanding of graduate studies and students.
Higher education experience and direct experience in a Registrar’s Office strongly desired.
Integrity, discretion, confidentiality, solid work ethic, and sound judgment skills are essential
Ability to interpret and apply guidelines and policies using consistent logic and fair treatment
Aptitude for gathering and analyzing data to formulate solutions to problems
Organizational skills, coupled with flexible thinking required, plus willingness to take on new initiatives
Conscientious, resourceful, and courtesy oriented temperament with an openness to diversity
Ability to use various word processing packages and general office equipment, plus an understanding of scanning, uploading, downloading, electronic processing, as well as exposure to electronic spreadsheets and databases, as well as knowledge of web site editing and publications design and layout software required.
-Retirement Savings Plan -22 vacation days -8 Paid Holidays -Sick Time -Tuition benefits for employee, spouse and dependent children -Free Metro Link/ Bus pass -Free Life Insurance -Health, Dental, Vision -Health Savings Accounts (HSA) -Long Term Disability Insurance -Flex Spending Plan -Other Benefits
Med School HR website (medschoolhr.wustl.edu)
Applicant Special Instructions:
Normal office environment involving normal lifting, carrying items, etc. Office work area is typically an open-air cubicle type space where there may often be frequent interaction with all constituencies. Employee should expect interruptions and recognize the need for multi-tasking.
Internal Applicant Instruction:
This position is grade G07.
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
The hiring range for this position is ($34,944 - $54,163) annually.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplin...ary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.