Salary is commensurate with qualifications and experience.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
The UW School of Medicine has an outstanding opportunity for a Registration Specialist.
The Registration Specialist in the Dean's Office, University of Washington, School of Medicine (UWSOM), serves as one of the Medical Student Registrar Officers for the School's Registration and Scheduling unit and is responsible for advising and managing multiple multifaceted WWAMI registration projects and scheduling programs. This position provides essential management and administration of the Exploration and Focus phase of the clinical curriculum, schedules and advises medical students regarding academic planning and their progress toward fulfilling the School's graduation requirements, audits University of Washington and School of Medicine degree audit reports and transcripts, and manages the certification process for Doctor of Medicine graduates for purposes of licensure, and medical staff privileges. Reporting directly to the Director of Academic Operations and Registrar, this position is responsible for managing the preparation of documents and reports for the School of Medicine Student Progress Committee. This position manages the School of Medicine registration for the Basic Sciences Foundation phase of training, grade reporting for the six first-year regional sites and the two second-year regional sites and degree auditing practices for the Basic Sciences Foundation phase.
Exploration and Focus Clinical Clerkship Scheduling, Registration, and Degree Auditing
Provide guidance on academic planning of the clinical curriculum for medical students taking clinical clerkships. Advise students on appropriate clerkships to schedule to fulfill graduation requirements and maximize potential to match into their desired residency programs. Manage clinical curriculum issues affecting the scheduling of students into exploration and focus required clerkships and advises medical students on graduation requirements and the clinical curriculum.
Management and oversight of student requests to participate in special assignment electives.
Collaborate with the SOM Career Advisor, departmental advisors, clerkship directors, Associate Dean for Curriculum, and Director of Curriculum for academic planning in order to advise students on curricular options.
Counsel medical students about scheduling programs and registration requirements; provide interpretation of University of Washington and School of Medicine regulations, policies and procedures on registration and scheduling processes.
Communicate and collaborate with the SoM Curriculum Office, UW Registrar's Office, WWAMI Regional Offices and SoM departments to develop clinical scheduling resources for students.
Work with medical students to confirm schedules are correct and make changes as appropriate. Provide registration information to students via the SOM website.
Advise and counsel students of their progress towards completing the graduation requirements. Participate in graduation initiatives to help medical students succeed in completing their academic goals. Implement processes of reviewing and validating graduation requirements to ensure that all medical students are on track for graduation. Responsible for reviewing and auditing both the clinical and foundations degree audit reports for medical students. Manage grade information and reporting for the Student Progress Committee meeting.
Manage Doctor of Medicine degree verification and certification for graduates of the UW School of Medicine.
Student Progress Committee, Process Leaves of Absence and Expansions
Collaborate with the Student Progress Committee Chair, Associate Dean of Student Affairs, Director of Academic Operations and Registrar, and Assistant Registrar, on agendas and materials for meetings.
Develop written communication materials, including letter templates, letter drafts, agendas and attachments, and reports for the Student Progress Committee.
Assist the Director of Student Affairs Operations and Registrar with preparation of agendas for monthly Student Progress Committee meetings. Draft meeting minutes for review by Chair and Director of Academic Operations and Registrar.
Manage process of implementing leaves of absences and expansions in the UW SDB, AAMC SRS, UAA and E*Value system. Collaborate with Student Affairs, SOM Financial Aid Office, SOM departments, and Office of the UW Registrar.
Manage action items from meetings. Update E*Value, AAMC Student Records System, and UW, and notify departments of schedule revisions.
Attend all Student Progress Committee meetings and related meetings. Arrange and set up for meetings.
Manage Basic Sciences Foundation Phase Registration, Grade Reporting, and Graduation Requirements
Implement database for student records and registration in accordance with University policies, the requirements of accrediting agencies, federal, and state laws, and the Family Educational Rights and Privacy Act (FERPA).
Proactively collaborate with the Department of Medical Education and Biomedical Information, the University of Washington Office of the Registrar, the SOM Director of Academic and Learning Technologies, and the School's Information Technology Office to ensure that programs comply with the Family Educational Rights and Privacy Act (FERPA).
Collaborate and establish timelines with the SoM Curriculum Office. Work closely with Academic and Learning Technologies to upgrade and maintain database system to ensure accurate and effective processing of student registration. Prepare and distribute relevant registration information and materials as appropriate.
Manage post-registration processes, including administering changes in enrollment, maintaining class records, auditing grade records and reports, and the interpreting SoM rules and regulations. Plan and conduct academic registration, course scheduling and degree certification.
Counsel and advise medical students of School of Medicine standards and regulations. Administer the medical student grading process including verification, collection, and reporting of grades. Continually develop and assess processes to ensure registration and grade reporting is in compliance with University of Washington and state and federal regulations.
Participate in graduation initiatives to help medical students succeed in completing their academic goals. Implement processes of reviewing and validating graduation requirements to ensure that all medical students are on track for graduation.
Manage grade information and reporting for the Student Progress Committee meeting.
Administer Registration and Scheduling Operations
Oversee daily operations that assure accurate and secure information management and delivery. Establish and maintain record-keeping policies and associated procedures, in keeping with established best practices, including issuance of release of official student data.
Advise school personnel regarding the development and implementation of regulatory changes. Support the Director of Academic Operations and Registrar to establish policies and procedures related to access, privacy, and security of student information. Promote policies and procedures in compliance with local, state and federal rules and regulations.
Manage the retention, retrieval, security and control, integrity, and privacy of all permanent academic records for all current and former medical students. Maintain, monitor, and manage an accurate student database according to federal and state laws and University policies and procedures.
Create and review student communication. Ensure transcript and degree verification requests are handled in a timely manner. Prepare reports and analyses on registration activities.
Collaborate with UW Medicine Information Technology Services' User Access Administration to provide UW Medicine Account administration, support, and access for all medical students, as well as clinical applications for medical students in the Clinical Curriculum.
Design and continuously improve the Registration and Scheduling website, including all SoM quarterly registration information, as well as other medical student services information.
Develop written communication material, including a Registration Policy Manual. Edit and draft changes, organize final draft, oversee production and distribution of the Registration Policy Manual.
Work with the Director of Academic Operations and Registrar to ensure that the Office of Registration and Scheduling provides prompt, accurate, and efficient services and information to students, deans, faculty, administrators, and external agencies.
Direct medical student visitors, respond to requests for information and schedule appointments as needed. Assist with telephone calls, emails, and serving medical students with request for information or services.
Provide general function duties within the Office of Registrar and Scheduling, such as, providing information to students, faculty, and staff; maintenance of student records, and data cleanup; setting registration appointments; and serving on various committees or attending meetings.
Bachelor's Degree and 2 to 3 years of School of Medicine or University of Washington experience in counseling and/or advising students in scheduling operations and/or in educational program management.
Experience in the methods and systems of continuous quality improvement.
Proven administration and problem-solving skills.
Computer proficiency with spreadsheets, word processing and databases in a Windows environment.
Ability to interpret and communicate to others complex policies and procedures.
Proven leadership and excellent oral and written communication skills.
Ability to work independently with a high degree of reliability, accuracy and productivity.
Ability to handle confidential information responsibly.
Ability to work across multiple levels of an organization to achieve results.
Proven skill and ability with Microsoft Word and Excel and database software.
Experience with designing web pages and using information technology.
Conditions of Employment
A satisfactory outcome from a criminal background verification will be required prior to hire.
Application Process: The application process for UW positions 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, Criminal Conviction History, 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 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergra...duate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.