"Assistant Medical Registrar – Nasuti College of Osteopathic Medicine"

Details

Posted: 29-Oct-25

Location: Pittsburgh, Pennsylvania

Type: Fellowship

Categories: Allied Health - Staff/Administrative, Healthcare, Medical School/Programs, Multicultural Affairs

Employment Type: Fellowship

Organization Type: Higher Education Institution

Salary: Commensurate with experience

Benefits: Generous benefits include paid time off including holidays and vacation, retirement match, and tuition remission for employee and dependents. Details at www.duq.edu/benefits

Location: College of Osteopathic Medicine

Position Status: Full-time

Hours: Varied

Position Number: 238405/10-1110

FLSA Status: Exempt

POSITION SUMMARY:

The Nasuti College of Osteopathic Medicine Assistant Medical Registrar will serve as an official keeper of all student records for the Nasuti College of Osteopathic Medicine (COM). The Assistant Medical Registrar will be a primary steward of student information, responsible for its integrity and security. The Assistant Medical Registrar will report Assistant Dean of Academic Affairs, Student Success, and the Medical Registrar and work in cooperation with the following Duquesne University areas: University Registrar, Office of Financial Aid, Student Accounts, Enrollment Management Group, Institutional Research, and Conference & Event Services in managing Registrar activities for the COM. These activities include ensuring the integrity and protection of student records, maintaining compliance with Family Educational Rights and Privacy Act (FERPA) regulations, and following COM, University, state and federal governing policies and practices related to student record maintenance. The Assistant Medical Registrar will support the process of registering and communicating with students, notifying appropriate departments of student enrollment changes, ensuring compliance with graduation requirements for each student, and verifying credentials for alumni, transfer students, and students who are withdrawn from the COM, and assisting with application to the Electronic Residency Application Service (ERAS). The Assistant Medical Registrar is responsible for the maintenance of specific office procedures, and modernizing the Medical Registrar Office processes to ensure currency and efficiency in line with industry standards and best practices. The Assistant Medical Registrar will solve complex problems and be entrusted with independent decision-making for Registrar-related areas, in compliance with relevant regulations, guidelines, policy and procedure and under the supervision of the Medical Registrar. The Assistant Medical Registrar will work cooperatively within the COM Academic Affairs, including the areas of Admissions, Student Affairs, Academic Excellence, Medical Education, COM Library, Financial Aid, and other University and COM departments as well as Biomedical and Clinical Affairs within the COM. The Assistant Medical Registrar will serve on COM committees and represent the Medical Registrar Office in COM and University settings. The position reports to the Assistant Dean of Academic Affairs, Student Success and Medical Registrar.

DUTIES AND RESPONSIBILITIES:

Student Enrollment, Record Keeping and Reporting

• Manages all COM student records from admission to graduation or separation, including the enrollment and registration of COM students through their respective curricula.
• Manages all COM student record requests, including transcript requests, enrollment and degree verifications, and other related requests.
• Ensures accurate and prompt recording of student grades into the student electronic record through the Student Information System (SIS), Banner.
• Ensures that the COM is in strict compliance with FERPA. Collect, record, maintain and report current and former student records within FERPA guidelines (e.g., grades, registration data, student status, and transcripts).
• Assists the Clinical Affairs offices in scheduling MS3 and MS4 students; manage module/course registration and enrollment of MS3 and MS4 medical students.
• Coordinates and monitor F-1 visa student enrollment and certification of enrollment for students receiving Veterans educational benefits.
• Manage the Visiting Student Learning Opportunities (VSLO) platform and oversees the student away rotation process.
• Prepares and submits all required reporting including the National Student Clearinghouse (NSC), Department of Education National Student Loan Data System (NSLDS), Integrated Post-secondary Education Data System (IPEDS), Middle States Commission on Higher Education, American Association of Colleges of Osteopathic Medicine annual survey, American Osteopathic Association, and the annual A-133 single audit.
• Prepares the Medical Registrar portion of the Medical Student Performance Evaluation (MSPE or Dean’s Letter) for all eligible students.
• Supports the process of reviewing graduation requirements, posting degrees and the ordering/distribution of diplomas from a third-party vendor.
• Ensures compliance with academic, regulatory, and accreditation policies and requirements.

Course and Classroom Management

• Supports various aspects of COM course creation and management including, but not limited to, maintaining the online catalog, academic year calendars, and maintaining detailed course and curriculum information.
• Supports the ongoing maintenance of the calendaring system (25Live) related to curricular, co-curricular, student organization, and other activities by request in COM-controlled classrooms and labs within the COM Building and the School of Pharmacy Building.
• Performs other related duties and participate in special projects as assigned.
• Participates in and support the COM in all major student ceremonies including Accepted Students’ Day, Orientations, White Coat Ceremony and Commencement.
• Completes other duties as assigned.

REQUIREMENTS:

Minimum qualifications:

• Bachelor’s degree from an accredited institution required.

Preferred qualifications:

• Bachelor’s degree Business Management, Education, Information Systems, or Higher Education Administration or related degree preferred.
• Master’s degree in in Business Management, Education, Information Systems, or Higher Education Administration from an accredited institution is preferred.
• Prior work in the following areas is highly preferred: registrar, admissions, student services, or financial aid. Experience in a medical or other professional education environment, or other healthcare-related environment is particularly valuable. Appreciation of supporting the needs of a dynamic community of medical and graduate students is important.
• An advanced conceptual understanding of technology systems used in student services is preferred. Experience with a student information system, particularly Banner experience, is valuable. Ability to work effectively with Information Technology and other areas to troubleshoot issues related to student records and processes, and collaboratively support system changes is important in this role.
• Alternately, the successful candidate may possess any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions. This includes, but is not limited to, the following:

This role demands reliable judgment and discretion, with the ability to solve complex problems and take action in accordance with ethical and consistent application of policy and procedure. High level of personal integrity; strong commitment, work ethic and ability to collaborate effectively within and across teams.

A solid grasp of academic policies and federal laws, especially the Family Educational Rights and Privacy Act (FERPA), is critical. Strong knowledge of federal, state, and institutional regulations and policies and ability able to assess and adapt to changing regulations is valuable.

Strong computer skills required.

The ability to communicate effectively and be understood by students, faculty, and staff within the COM, the University, and outside constituents is necessary. This role will require daily responsive communication, verbally and in writing, with particular attention to detail, accuracy and confidentiality.

The role requires meticulous accuracy in maintaining student and other written and electronic records.

Ability to establish and maintain effective working relationships with the University Community.

Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University. The mission is implemented through a commitment to academic excellence, a spirit of service, moral and spiritual values, sensitivity to world concerns, and an ecumenical campus community.

APPLICATION INSTRUCTIONS:

Applicants are asked to submit a cover letter, resume, and contact information for three professional references.

Duquesne University was founded in 1878 by its sponsoring religious community, the Congregation of the Holy Spirit. Duquesne University is Catholic in mission and ecumenical in spirit. Motivated by its Catholic identity, Duquesne values equality of opportunity both as an educational institution and as an employer.