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 for the Medical School Campus.
The School of Medicine’s Assistant Dean for Academic Affairs and Registrar’s primary role is to assure the integrity of all academic records. Responsibility includes the maintenance, retrieval, and validation of student academic records and student record data pertaining to each matriculated student’s progress for all Washington University School of Medicine Programs. The integrity and confidentiality of student academic records, and the ease with which they can be managed and utilized, are critical to the needs of students, faculty, administrative staff, School of Medicine leaders, University leaders, and the community; the services offered by this Office are essential to the School’s core teaching and educational mission.
Responsibilities also include the management of the Office of the Registrar’s staff housed within the Office of Student Support Services. Staff responsibilities include customer service, data analysis, research, matriculation, verification of enrollment documentation, processing of required criminal background checks and drug screenings for applicable School of Medicine programs, posting, billing and collection of tuition, all student account charges, refund of credit balances to students, VA/Yellow Ribbon and NBME certification, management of course registrations, grade collection, permanent academic and disciplinary records processing, and maintaining archival records for all School of Medicine Programs.
PRIMARY DUTIES AND RESPONSIBILITIES:
This position is directly responsible for duties listed primarily for the M.D. program; however, the following responsibilities may also apply to all School of Medicine Programs. Key program areas include: Doctor of Medicine (MD), Medical Scientist Training Program (MSTP or MD/PhD), Occupational Therapy (OT), Physical Therapy (PT), Program in Audiology & Communication Sciences (PACS), Division of Biostatistics, Clinical Research Training Center (CRTC) including Clinical Investigation, Applied Health Behavior Research, and Population Health Sciences.
1. Documents and Records
Maintain, interpret, implement, and properly communicate or document university, state, and federal guidelines and policies regarding student records, assuring compliance to all required standards, while establishing appropriate relevant policies and practices for assuring integrity behind all matters related to the academic records.
Maintain permanent records for degree requirement audits and historical references.
Maintain and manage course and elective catalogs/bulletins including permanent record of all academic policies.
Develop and oversee web site information and academic-related online directories.
Update both printed and on-line publications of the School of Medicine Bulletin and the Rules Governing the Committee for the Academic and Professional Evaluation of Students, as well as other miscellaneous publications annually.
Maintain the school archive of USMLE Step scores for medical students.
Maintain and permanently secure each matriculated student’s official academic record.
Receive, record, and secure documentation for final course grades and student performance evaluations.
Secure diplomas for graduation, establish control of degree audit procedures, and certify that all students have satisfied institutional graduation requirements.
Oversight of all activity related to the credentialing and validation of student academic records, including official transcripts, diplomas, and the verification of enrollment, degrees and student status.
Coordinate the withholding of diplomas and transcripts from individuals with outstanding obligations to the institution with other departments.
Establish policies and procedures for access to student academic records in accordance with the Federal Educational Rights and Privacy Act (FERPA).
Maintain official documents pertaining to student promotions, disciplinary actions, leaves of absence, extended academic programs, withdrawals, dismissals, and other changes in student status.
2. Enrollment and tuition
For incoming medical students, oversee and coordinate the registration process during orientation, as well as participate in the planning and implementation of key aspects of the first year orientation program, commencement, and the diploma ceremony.
Degree approval and diploma distribution.
Coordinate course registration and collect grades and/or evaluations.
Coordinate enrollment, including add/drop activities, and monitor the status of all students.
Coordinate tuition and fee assessments.
Coordinate registration procedures for United States Medical Licensure Examination (i.e., USMLE, Step 1 and Step 2 exams) for medical students.
Certify enrollment and graduation dates for the NBME.
Maintain and prepare student directory information.
Tuition and fee collections and student account delinquency notifications including default on student loans.
Monitor and track all enrollment status changes (i.e. Leave of Absences, curricular level changes between programs, etc.), while assuring appropriate tuition and fee assessments for each student are updated accordingly.
Budget revenue projections.
Honor holds on release of student records, i.e., transcripts, licensure paperwork, etc.
3. Clinical Scheduling for Medical Students
Manage clinical clerkship scheduling and all related communications.
Process includes online system table configuration set-up work, essential student, faculty, and staff communications, management of system access authorization for all users, running the online lottery process for clerkship assignments, and further advising and scheduling individual students with irregular academic periods throughout the academic year and administratively making pre-assignments or post-assignments as needed.
Oversee development and transition to any new systems as needed, over time.
Assuring integrity of scheduling system linkage with other related information systems.
4. Data Reporting
Provide, plan for, organize, and collect data and reporting for institutional research, national medical school organizational reporting for the AAMC Medical Student Enrollment Database, LCME and other accrediting bodies.
Ensure that a reliable Student Information System (SIS) is in place in order to properly maintain and report on student records data across multiple platforms.
Maintain statistical data on student demographics, enrollment, and academic progress.
Prepare and/or submit enrollment reports for the Executive Faculty and for permanent institutional records.
5. Administration of Data Systems
Management of the Washington University School of Medicine (WUSM) student records within the central Student Information System (SIS), and all software and processes related to those WUSM records within the SIS-based functional applications, including SISAdmin, WUCRSL, WebSTAC, WebFAC, EGrades, in addition to all related WUSM-specific systems (including ESS/Oasis, Omnibus, and badging) for all WUSM program areas.
Project management and systems development, in collaboration with other academic units (all WUSM programs and departments), the central IT units, and the Office of Education and Office of Medical Student Education.
Information systems security administrator for School of Medicine programs, including the approval of all data access requests, maintenance of user security by system for function, student population access, FERPA compliance, and user training.
Overseeing periodic updates of student records systems when needed.
6. Student Progress
Ex-officio member and recorder for the Committee on the Academic and Professional Evaluation of Students (CAPES) and ad hoc appeal and disciplinary committees as they approve student status, promotion, and degree recommendation.
Responsible for advisement of committee(s) on related policies, consulting with university general counsel as needed.
Verify Satisfactory Academic Progress (SAP) for medical students, collaborate with the Office of Student Financial Planning for compliance with federal regulations related to student status and aid eligibility, and crediting and application of funds to student accounts.
7. Interaction with Other Offices
Office of Education
Policy advisor and resource for deans, school administrators, student services personnel, the CFU, and School of Medicine leadership.
Review and recommend proposals for new degree programs to the Dean.
Represent the School of Medicine on University Committees as needed over time. For example, IT Governance for Student Services, Commencement Committee, Calendar Committee, Preferred Name Committee, SIS Replacement Committee, Monthly SIS User Group Meetings, Professional Graduate Student Committee, and other committees as may be assigned.
Serve on School of Medicine committees, including: Learning Management System (LMS) operations and steering committee meetings, Committee on Academic and Professional Evaluation of Students (CAPES), Education Program Leadership Committee (EPLC), Medical School Leadership Team (MSLT) meetings, FISC facilities-based ad-hoc committees, Student Support Services (SSS) division heads meetings,
Interact with WUSM Institutional Research Office contacts as needed for miscellaneous Institutional Review Board (IRB) related reports.
Medical Student Affairs Office
Implement and/or participate in determining disciplinary and promotion actions from faculty committees (e.g., leave of absence, dismissal, remediation, extension, withdrawal).
Serve as support for the Associate Dean for Student Affairs in managing student and other problems, in emergencies, and as backup in her absence.
Prepare data summary to support the preparation of the Medical Student Performance Evaluation (MSPE).
Participate in preparations for hooding and graduation ceremonies.
Participate in planning for Orientations, the White Coat Ceremony, Awards Ceremonies, Hooding, and Graduation/Commencement.
Financial Services Office
Distribution of billing and financial aid calendars in collaboration with the Office of Financial Aid and the Danforth accounting office.
Provide notifications if students drop below halftime student status.
Notify Financial Services Office in a timely manner (within 30-45 days) of any enrollment status changes, including, but not limited to, probation, leave of absence, withdrawal, dismissal, and extended academic program, which has implications for the following:
satisfactory academic progress (SAP).
continued eligibility for financial aid.
Provide necessary statistical data as needed.
Verify student eligibility for scholarships.
Receive names and pertinent demographic information about entering students and assure data is properly loaded into appropriate record systems.
Determine which documents should be included in the official student record after materials are transferred from the admissions office.
Verify that coursework needed for matriculation has been completed and final transcripts have been obtained for medical students.
Respond to enrollment-related reporting requests.
Office of Medical Student Education (OMSE)
Develop academic calendars for Executive Faculty approval
Assist in developing class schedules, and examination schedules.
Coordinate distribution and receipt of student course evaluations.
Train faculty and staff on FERPA and other pertinent academic policies and procedures.
Coordinate training on various student information systems, evaluation and scheduling systems.
Serve as a valued resource on best practices for implementing curricular changes and monitoring decisions which may have impact upon academic records and/or system integrity.
Assist Office of Education with data collections and reporting for licensure purposes, miscellaneous reporting purposes, and/or meeting needs of Liaison Committee on Medical Education (LCME) accreditation, etc.
Interactions with WUSM program areas or other key office units not listed above
Communication with Institutional Research Office contacts as needed.
Communication with General Counsel as needed.
Host annual WUSM systems user-group meeting in cooperation with OMSE in order to provide FERPA training, systems training, and review shared procedures and policies across numerous departments and all WUSM area offices. These offices include: numerous Doctor of Medicine (MD) departments, the Medical Scientist Training Program (MSTP or MD/PhD), Occupational Therapy (OT), Physical Therapy (PT), Program in Audiology & Communication Sciences (PACS), Division of Biostatistics, Clinical Research Training Center (CRTC) including Clinical Investigation, Applied Health Behavior Research, and Population Health Sciences.
Provide on-going consultation to program area contacts on policies and procedures involving joint programs, shared practices, and published information.
Communications with Public Affairs, as needed, to assure quality dissemination of policies and procedures, both online and hardcopy, including WUSM Bulletin and Registrar website, assuring general compliance with Public Affairs standards.
Coordination with and assistance to WUSM Special Programs Office to help facilitate the graduation recognition ceremony and other commencement-related events.
Respond to enrollment-based report requests from numerous WUSM offices, as needed. May include responses to internal and external auditors.
Extensive involvement and communication with WUSM IT office contacts with regards to new system projects and/or application changes, data transfers, etc. IT application development team meets regularly with Registrar to discuss on-going IT-project design, development, and implementation. This communication includes interaction with the central University Registrar in cooperation with central IT, to assure compliance to university-wide standards, goals, and shared practices, while still assuring WUSM data needs are met. This responsibility may include serving on administrative sub-domain committees in cooperation with IT executive committees to help evaluate new SIS systems conversion options over the coming years, helping to develop a coordinated vision of IT for the University as a whole. This work involves research into IT options, review of those options, extensive flexibility and coordination, and strategic collaborative leadership skills.
Active involvement with new administrative initiatives impacting any number of WUSM offices, involving policies related to academic records or WUSM students, as requested and approved by WUSM Associate Deans. For example, this work can include involvement in both helping to establish and/or implement policies pertaining to or impacted by Title IX and/or HIPAA requirements and/or other factors with broad consequences.
As one of several Assistant Deans involved in a shared office suite (Student Support Services), this position involves serving as a collaborative leader regarding suite operations. As critical issues arise, participation in the gathering of feedback from suite staff is essential, facilitating effective camaraderie with regards to any related operational changes, developments, and/or problems within the overall office environment
Bachelor’s degree required.
Experienced higher education leader and manager with relevant university experience in progressively responsible positions in either a registrar’s office or student academic support services area required.
Experience in IT systems design, development and/or implementation.
The hiring range for this position is commensurate with experience.
-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)
Internal Applicant Instruction:
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.
Master’s or other advanced degree/studies highly preferred.
Strong project/IT management experience desired.
Higher education administration experience in medical, graduate, or professional education strongly preferred.
CRITICAL SKILLS AND EXPERTISE:
Excellent verbal and written communication skills.
Ability to communicate effectively with students, faculty, administrators, legal counsel, and IT technical staff.
Proficient working knowledge of FERPA.
Expertise in reporting database management and data manipulation (SQL, Access, advanced uses of Excel, etc.).
Critical thinking and analytical skills are essential in helping establish policies and procedures impacting academic data residing in multiple systems across multiple platforms.
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.