Registrar

Alice L. Walton School of Medicine (AWSOM) is seeking experienced, motivated, and dedicated leaders and educators to participate in the design and delivery of an innovative four-year medical school curriculum that engages medical students in active and novel learning.

Job Description:

Title: Registrar

Reports to: Assistant Dean of Student Affairs

FLSA Classification: Exempt

Location: Bentonville, Arkansas (On-site)

Who We Are

Founded in 2021, Alice L. Walton School of Medicine (AWSOM) is a nonprofit, four-year MD program that will enhance traditional medical education with the arts, humanities, and whole health principles. The school’s culture embraces self-care to empower students to care for their own well-being as well as their patients’. The school’s state-of-the-art medical education facility is under construction in Bentonville, Arkansas on the Crystal Bridges campus, home to Crystal Bridges Museum of American Art and Heartland Whole Health Institute. The school has been granted preliminary accreditation status by the Liaison Committee on Medical Education.

About The Position

The Registrar will plan, organize and manage all operational aspects and activities related to students’ records and accounts.  The registrar is responsible for serving as custodian of student academic records in accordance with federal, state and school regulations to ensure accuracy and integrity; and provide necessary services which facilitate class and room scheduling, student registration for classes, collection and maintenance of grade information, validation of student academic records, student performance monitoring, academic eligibility determination, and a variety of other services related to student records.  In addition, this position requires the use of multiple database systems internal and external to AWSOM and required by the Association of American Medical Colleges (AAMC) to include the following: Jenzabar One, Electronic Residency/Application Service (ERAS), National Residency matching Program (NRMP), Early Match Databases, Student Record Systems (SRS), National Board of Medical Examiners (NBME), and curriculum specific databases.  Reports to the Assistant Dean of Student Affairs.

Essential Duties and Responsibilities

• Oversee medical student records processing, including maintaining current and archived records, including transcript requests, verifications of enrollment, loan deferments, and ongoing academic record maintenance.
• Work closely with IT, Admissions, and other departments to import student record data from the customer relationship management system, learning management system, and maintain critical portions of the student information system.
• Interpret regulations, develop, and recommend procedures to ensure compliance and accurate student record maintenance and services. 
• Reconcile student data from multiple sources.  Identify and resolve mismatches and errors.
• Oversee and manage several key processes, including student academic progress, graduation audits, the immunization and background check compliance, and other student compliance requirements.
• Work in collaboration with Student Affairs and Medical Education leadership to audit credit hours, update curriculum in student information system, and prepare and manage student registration.
• Coordinate the receipt and processing of final grades and monitor compliance with grade deadlines.  Process grade changes and monitor grade appeals processes.
• Track, audit, and communicate degree requirements and progress toward degree.  Process degree conferral (including requirement fulfillment, degree processing, and diplomas) and work collaboratively within Student Affairs to produce a successful commencement ceremony.
• Collaborate with AWSOM curriculum office to effectively process new course submissions, catalog changes, section creations, calendaring, and any other course needs, while reviewing workflow process for efficiency.

• Provide, plan, organize, and collect individual student data and reporting for institutional research, national medical school reporting for the AAMC Medical Student Enrollment Database, LCME and other accrediting agencies.
• Maintain data and run requested reports and queries, generate internal transcripts, enrollment reports, letters of good standing, class statistics reports, enter NBME scores, and verifications of education for medical students and Alumni verifications for licensure.
• Oversee monitoring of annual clinical compliance requirements for students, including immunization requirements, clinical site requirements, HIPAA, Clinical Safety, and other regulatory training.
• Works closely with Student Affairs team and Academic Leadership in developing, updating, maintaining, and effectively communicating academic policies and in addressing issues related to academic records and data integrity.
• In coordination with Marketing and Communications, manage the Registrar’s Office online presence, including web pages, calendars, and forms.
• Provide leadership and direction in maintaining student privacy, including ensuring compliance with FERPA and providing training as needed.
• Assist in the creation of the MSPE Deans Letter and the maintenance of school archives of USMLE scores.
• Stay current within profession and keep abreast of emerging technologies and trends.  Assess, modify, and implement best practices in records and registration to provide excellent services to the AWSOM constituencies.

Qualifications and Requirements

• Bachelor's degree, with at least five years of progressively responsible work experience in higher education.
• Strong analytical skills with solid database management experience; able to utilize the data warehouse, student information systems, etc. to provide regular reporting of student-related information.
• Strong knowledge of academic and record keeping requirements and regulations.
• Thorough knowledge of federal, state laws and regulations, AWSOM policies, and practices with student records services.
• Comprehensive understanding of federal privacy laws associated with the management of student academic records and FERPA (Family Educational Rights and Privacy Act)
• Strong written and verbal communication skills, interpersonal and active listening skills, and customer service orientation.
• Ability to work effectively with a diverse population of students, faculty, staff, and external constituents.
• Strong organizational skills and ability to prioritize work and meet deadlines.
• Ability to interpret and apply knowledge of policies to a variety of situations.
• Strong problem identification, critical thinking and problem-solving skills, judgment and decision-making ability.
• Comprehensive understanding of federal privacy laws associated with the management of student academic records and FERPA (Family Educational Rights and Privacy Act)
• Strong written and verbal communication skills, interpersonal and active listening skills, and customer service orientation.
• Ability to work effectively with a diverse population of students, faculty, staff, and external constituents.
• Strong organizational skills and ability to prioritize work and meet deadlines.
• Ability to interpret and apply knowledge of policies to a variety of situations.
• Strong problem identification, critical thinking and problem-solving skills, judgment and decision-making ability.

• Minimum five (5) years of related experience. (Preferred)
• Demonstrated experience working in a School of Medicine registrar’s office. (Preferred)
• Master's degree in student services, educational administration. (Preferred)
• Demonstrated leadership with results orientation. (Preferred)

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those required by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

Physical Demands: In the work environment described, position requires sitting at a desk and utilizing a computer and a telephone for prolonged periods of time and good eye/hand coordination, bending and stretching, and physical stamina to lift and transport a minimum of 10 pounds. Visual acuity to review written materials is required for this job.

Work Environment: Work is performed full-time (Monday-Friday, 8 a.m.-5 p.m.) in a professional, climate-controlled office environment with standard office equipment, including computers, printers, and telephones. This role requires working in an open setting near colleagues. The noise level is typically low to moderate. The role also requires interaction with both the public and internal team members in a professional and courteous manner. Some local travel will be required, and a flexible schedule may be necessary to accommodate business needs, including occasional evening and weekend work hours.

Alice L. Walton School of Medicine is an equal opportunity employer. All qualified applicants will receive consideration for employment.

All offers of employment are contingent on your successful completion (where permitted by state law) of a confidentiality agreement, background check and verification of being fully vaccinated for COVID-19. In addition, you will need to provide proper identification verifying your eligibility to work in the United States.