"Assistant Registrar"

Job Details

Unit: School Of Medicine MBU

Department: School of Medicine

Department Summary:

Duties & Responsibilities:

The Assistant Registrar is an essential member of the Office of Medical Education (OME) team, responsible for supporting the integrity, accuracy, and compliance of student academic records for the Doctor of Medicine (M.D.) program. This position serves as the primary institutional contact for the Association of American Medical Colleges (AAMC) Visiting Student Learning Opportunities (VSLO) program. The Assistant Registrar oversees the end-to-end management of VSLO, including all aspects of the application process for both VCU medical students completing away rotations and visiting medical students pursuing electives at VCU, ensuring a smooth, efficient experience for all participants.

In addition to managing all visiting and away student rotation placements, the Assistant Registrar provides vital registrar functions for the School of Medicine's M.D. program. These responsibilities include comprehensive academic record management, enrollment and degree audits, processing of transcripts and verification requests, and providing support for records-related aspects of graduation and Match Day activities. The position ensures strict adherence to institutional policies, accrediting body requirements, and national standards while delivering exceptional service to students, alumni, and institutional partners.

The ideal candidate will demonstrate outstanding organizational skills, meticulous attention to detail, and the ability to thrive in a dynamic environment. Success in this role requires both independent initiative and close collaboration across multiple systems and institutional partners to maintain a high level of accuracy and compliance.

Core Responsibilities:

1. Visiting/Away Student Management:
   • Collaborate with clinical departments to review, update, and publish elective offerings, ensuring accuracy, currency, and compliance with institutional and national requirements.
   • Manage VCU medical student away rotations by executing institutional verification and documentation, confirming placements, coordinating with partner institutions, and ensuring the timely processing of grades and evaluations for recording in the Learning Management System (LMS).
   • Manage the visiting student application process, ensuring all applicants meet eligibility requirements for acceptance into a rotation.
   • Demonstrate superior internal and external customer service, communicating with clinical departments to confirm rotation availability and acceptance decisions, as well as providing onboarding requirements to visiting students.
   • Maintain and monitor Epic access for visiting and VCU students in collaboration with VCU Health System IT.
   • Offboard visiting students by ensuring return of credentials, termination of system access, and completion of required administrative steps and required payments.
   • Serve as a liaison and problem-solver for visiting and away student issues, maintaining a supportive and professional experience for all learners.
   • Ensure compliance with institutional policies and guidelines for visiting student placements, including the Oversight of Extramural Electives for Visiting Students Policy and national VSLO program requirements.
   • Track the timely completion of evaluation forms, assessments, and feedback for visiting student rotations, including the prompt communication of final grade forms to their home institutions.
   • Maintain comprehensive databases tracking rotation placements, schedules, evaluations, and VCU student experiences at away rotation sites.
   • Collaborate with OME leadership and clinical departments to enhance the visiting student process and improve efficiency, compliance, and student experience.
   • Manage the School of Medicine affiliation agreement process in coordination with the AVP for Health Sciences Academic Operations and Strategy and the Assistant Dean for Student Affairs, ensuring agreements are current and compliant.
2. Assistant Registrar Functions:
   • Under the direction of the OME leadership and in collaboration with the SOM Registrar, administer and maintain official academic and educational records for medical students, ensuring accuracy, confidentiality, and compliance with FERPA and institutional standards.
   • Manage the delegated SOM Registrar email inbox and phone line, providing timely and professional responses to students, alumni, and external organizations.
   • Manage incoming and outgoing mail for the SOM Registrar functions, including transcript requests, verifications, and licensure forms.
   • Utilize the university and SOM systems to maintain accurate student enrollment, registration, and academic progress records.
   • Conduct and document pre-graduation degree audits, identifying and addressing inconsistencies or questions with OME leadership.
   • Prepare and issue official transcripts, enrollment verifications, letters of good standing, and licensure documentation for students and alumni, including during high-volume periods such as fellowship and residency application seasons.
   • Support the SOM Registrar in ensuring timely submission and verification of grades, conducting grade audits, and following up with preceptors and departments to uphold the School of Medicine’s Grade Timeliness Policy.
   • Support records-related aspects of graduation and Match Day, including verifying degree completion status, preparing match letters, packaging official documentation, and maintaining secure archival of diplomas and records.
   • Assist with the preparation of reports and datasets supporting LCME accreditation, AAMC compliance, and internal continuous quality improvement initiatives.
   • Recommend and implement process improvements and data integrity measures to enhance efficiency, transparency, and student service.
3. Administrative and Operational Support:
   • Provide cross-training and daily operational support within the Office of Medical Education to ensure continuity of service and coverage.
   • Serve as an exam proctor for Assessments and assist with exam-day logistics.
   • Actively participate in special programs and events, including Orientation, Student Honors Day, Match Day, and SOM Graduation.
   • Contribute to documentation and refinement of standard operating procedures, policies, and internal workflows related to registrar and visiting student functions.
   • Uphold a professional, student-centered approach that supports the mission, values, and learning environment of the School of Medicine.

Qualifications:

Minimum Qualifications

• Bachelor's degree or equivalent related work experience.
• Excellent written and verbal communication skills with the ability to convey information clearly, professionally, and with appropriate discretion.
• Strong organizational skills, attention to detail, and ability to prioritize and manage multiple tasks in a dynamic, high-volume environment.
• Demonstrated ability to manage information accurately across multiple data systems and capacity to learn new technologies, including student information and learning management systems.
• Proven ability to work both independently and collaboratively as part of a team.
• Commitment to fostering a respectful learning and working environment consistent with the mission and values of VCU and the School of Medicine.
• Required to obtain notary public certification within 2 months of employment.
• Strong service orientation with the ability to navigate complex systems and build positive working relationships with students, faculty, and institutional partners.
• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications

• Master’s degree in higher education administration, student services, or a related field.
• At least two years of experience in registrar operations, academic program coordination, or medical education administration within a higher education or health professions setting.
• Experience with the AAMC Visiting Student Learning Opportunities (VSLO) program.
• Experience utilizing the Banner Student Information System (SIS) and learning management systems
• Familiarity with medical education processes and clinical environments, including FERPA and institutional policies governing student records, visiting learners, and academic compliance.
• Demonstrated ability to analyze data, generate reports, and recommend or implement workflow improvements.
• Experience supporting high-stakes academic processes such as degree audits, graduation certification, or licensure documentation.

Position will remain open until filled.

VCU is committed to hiring veterans! VCU will include a veteran's period(s) of military service in the calculation of their annual leave accrual rate. This may provide veterans with an increased leave accrual!

Salary Range: $50,000-$60,000

Benefits: All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave granted up front, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

FLSA Exemption Status: Exempt

Restricted Position: No

ORP Eligible: No

University Job Title: Specialist SS Base