"Academic Records Coordinator"

Job Description

The Academic Records Coordinator maintains the integrity of medical student records across multiple systems, providing comprehensive support for the medical student lifecycle. Key functions include managing aspects of grading (grade entry and audit, missing grade reviews,) serve as the credentialing and verification subject matter expert and processing student enrollment/alumni licensure requests, initiates registrations based on policy and approval workflows for independent studies, ACMS and other exceptions/special administrative enrollment. This position serves as the records resource for the Medical Committee on Academic Standing and Professionalism (MCASP.) The role is a key member of the Records and Registration team and actively supports the strategic goals by optimizing workflows and applying technology-driven solutions utilizing internal and external systems.

Education and Experience

Required:

• Bachelor's degree with a minimum of 2 years' relevant experience preferably in an academic or healthcare system environment, or equivalent combination of education and experience.
• Experience working in multiple systems or administrative databases and utilizing general reporting preferred. Proficient in the use of Microsoft Office Suite (Word, Excel, Powerpoint) and Google Suite

Preferred:

• Experience working in higher education preferred
• Experience with standard Licensing Board procedures, enrollment standards, the process for academic status changes (fellowship/LOA), and procedures for academic warning/probationary status preferred.

Job Competencies

• Strong technical skills, excellent communication and interpersonal skills, the ability to anticipate information needs of others and the ability to evaluate situations and determine appropriate follow-up
• Ability to organize a high volume of activities and keep organized under the pressure of tight deadlines, and ability to adjust to changing workloads and deadlines required
• Ability to pull information from multiple sources into a cohesive history and timeline for an MD graduate for licensing purposes, some being more complex and in-depth than others
• Ability to maintain high level of discretion and confidentiality; protect confidentiality of sensitive student records in compliance with FERPA regulations required
• Ability to perform job duties efficiently and accurately with minimal supervision.
• Demonstrated experience with database entry, data validation, report generation, preferably within a complex data management system.
• Ability to acquire knowledge of academic curriculum and related medical school policies.
• Must have a high degree of accuracy, and attention to detail in work and strong ability to multitask.
• Must be able to complete tasks while adhering to strict deadlines and complying with Licensing Board and hospital standards.

Criminal background and education check required.

This position is not eligible for Visa sponsorship.

Benefits of Working at Brown: Information on the Benefits of Working at Brown can be found here.

Recruiting Start Date: 2025-12-19

Job Posting Title: Academic Records Coordinator

Department: Warren Alpert Medical School

Grade: Grade 8

Worker Type: Employee

Worker Sub-Type: Regular

Time Type: Full time

Scheduled Weekly Hours: 37.5

Position Work Location: Hybrid

Submission Guidelines

Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.

This position is not eligible for visa sponsorship.

If you have any questions you may contact employment@brown.edu.