Job Summary
UNIVERSITY OF COLORADO DENVER | ANSCHUTZ MEDICAL CAMPUS
School of Medicine – Office of Student Life
Student Records Program Manager
Position #678621 / Job Posting C/U02681
This position exists to manage the multiple programs under the Office of Student Life in Undergraduate Medical Education in the School of Medicine. The position holder has the overall responsibility for managing student records from matriculation to graduation and beyond. These functions are complex and varied, and include course registration issues, bursar issues, tracking of student leaves and returns.
The hiring salary range for this position starts at $40,000 and is negotiable and commensurate with skills and experience.
The University of Colorado offers a full benefits package. Information on University benefits programs, including eligibility, is located at https://www.cu.edu/employee-services.
Posting Description
Examples of Work Performed:
* Documents and Records – Responsible for maintaining documents that preserve the institutional memory of a school.
* Maintain, interpret, and implement university, state and federal guidelines and policies regarding student records. (e.g. FERPA)
* Coordinate and maintain permanent records for historical degree requirements, assuring that institutional criteria for graduation are met and that established institutional policies for each graduating class are in compliance.
* Prepare and maintain permanent records for third and fourth-year course book and elective catalogs and student policies.
* Develop procedures for publications, including school bulletins, student handbooks (for third and fourth year students), Web site pages, and the student directory.
* Maintain school archives for USMLE scores.
* Responsible for maintaining permanent student records – Maintain and permanently secure each matriculated student’s official academic record.
* Coordinate diplomas for graduation and certify that all students have met institutional graduation requirements.
* Receive, record, and secure documentation for final course grades and student performance evaluations. Including honors points, academic excellence, AOA selection and other honors and awards. Responsible for working with curriculum faculty and coordinators to insure compliance with LCME standard for timeliness of receiving grades.
* With UCD Registrar, maintain and distribute the official transcript.
* Coordinate, with other departments, the withholding of diplomas and transcripts from individuals with outstanding obligations to the institution.
* Establish policies for access to student academic records in accordance with the Federal Educational Rights and Privacy Act (FERPA).
* Maintain official documents pertaining to student promotion, disciplinary actions, leave of absence, extended academic programs, withdrawals, and other changes in student status.
* Submit annual AAMC Student Records System and/or NBME reports.
* Adhere to retention and destruction schedule for student records, including a systematic transfer of documents, purge and destruction program and systematic backup of data.
* Responsible for the process of licensure credentialing for students and alumnae, and advising the Assistant Dean for Student Affairs and Associate Dean for Student Life regarding credentialing issues.
* Enrollment – Responsible for coordinating registration and enrollment for third and fourth year medical students.
* Coordinate course registration and distribute grade rosters.
* Coordinate enrollment status of combined (dual)-degree students.
* Collect and process required health and other insurance fees.
* Prepare and maintain student directory information for all four years of medical students.
* Prepare and maintain student email distribution and permission lists.
* Coordinate add/drop registration policies and procedures.
* Report and update AAMC enrollment records in the SRS.
* Manage leaves of absence and withdrawals.
* Track Promotions Committee decisions as they pertain to student scheduling.
* Develop and maintain a checklist for use by students, faculty and staff to communicate changes in student enrollment status, counsel students regarding enrollment changes, and track student exit and return procedures.
* Clinical Scheduling – Responsible for coordinating, with students and departments, all clinical clerkship experiences.
* Prepare schedules for third- and fourth-year students.
* Provide scheduling advice to students regarding requirements for third- and fourth-year clinical assignments.
* Coordinate, with the appropriate departments, student clinical assignments, and course changes.
* Coordinate scheduling for visiting students, including verifying academic standing at home school, acquiring appropriate documentation of medical and malpractice insurance coverage, coordinating schedules with departments, collecting fees, and, in some cases, identifying housing options.
* Data Reporting – Responsible for ensuring an appropriate database system for student records, using an Access database to create and/or run queries.
* Participate in developing an appropriate database system for the school.
* Maintain statistical data on student demographics.
* Prepare enrollment status reports (Liaison Committee on Medical Education, AAMC, federal, state, university, etc).
* Prepare grade reports and class rankings.
* Prepare and present statistical reports on enrollment.
* Interaction with Various Offices
* Involved in various activities and programs with other offices in the medical school and university.
* 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).
* Assist with preparation of the Medical Student Performance Evaluation (MSPE), Electronic Residency Application Service (ERAS) documents, and National Residency Match Program (NRMP).
* Participate in preparations for hooding and graduation ceremonies.
* Participate in planning the White Coat Ceremony, Honors and Awards Day, Orientation to First Year, Orientation to Third Year, Student Clinician Ceremony, and Match Day functions.
* Financial Aid Office (FAO)
* Depending on the level of student information system integration:
* Notify the FAO if a student drops below half-time student status.
* Notify the FAO of enrollment status changes, including, but not limited to, probation, leave of absence, withdrawal, and extended academic program, which then verifies satisfactory academic progress (SAP) and continued eligibility for financial aid.
* Provide FAO with necessary statistical data about students.
* Coordinate extended academic programs and student leaves of absence with the FAO, to ensure that appropriate financial assistance to the students can be maintained or restored upon return from the leave of absence
* Coordinate student tracking systems.
Admissions Office
* Receive names and pertinent demographic information about entering students.
* Determine which documents should be included in the official student record when materials are transferred from the admissions office.
* Curriculum Office
* Assist in developing academic year schedules, and calendars.
* Represents the Office of Student Life at the Clinical Block Directors Committee, providing analyses and reports as requested.
* Cashier/Business/Bursar/Student Accounts Office
* Serve as contact for student delinquency on tuition and fee payments.
* Provide enrollment status information as a basis for establishing appropriate tuition and fee assessments for each student.
* Honor holds on release of student records, i.e., transcripts, licensure paperwork, etc.
National Board of Medical Examiners (NBME)
* Coordinate registration procedures for United States Medical Licensure Examination (USMLE, Step 1 and Step 2).
* Verify accuracy of enrollment rosters and medical school graduate reports.
Student Health Services/Insurance.
* Serve as a communication liaison to the student.
Minimum Qualifications
MINIMUM REQUIREMENTS
* A bachelor’s degree from an accredited college or university in business administration, communication, student services, education, or a related field.
* Five (5) years of professional experience in positions with progressive increase in responsibilities, that included customer service and program management experience.
SUBSTITUTION
* Experience working in a student records management role may be substituted on a year-for-year basis for the degree.
Required Competencies/Knowledge, Skills and abilities
COMPETENCIES/KNOWLEDGE, SKILLS & ABILITIES
* Knowledge of local and national policies and accreditation standards regarding medical student records.
* Knowledge of medical licensing requirements and certification at the local and national level.
* Knowledge of CU School of Medicine MD curriculum.
* Knowledge of matriculation and graduation requirements for the CU School of Medicine MD program.
* Knowledge of FERPA, ERAS, NRMP.
* Strong verbal and interpersonal skills.
* Ability to use good judgment and listen well.
* Ability to manage student records.
* Ability to provide maximum service to students while ensuring efficient and effective workflow.
* Ability to perform data tracking functions in a timely manner.
* Ability to learn and have detailed knowledge and ability to manipulate scheduling software.
* Ability to participate and serve as part of the Office of Student Life team.
* Ability to provide leadership and develop appropriate recommendations for the implementation of related technology applications in support of enhanced services offered through the Office of Student Life.
* Ability to problem solve the research, analysis, and resolution of student disputes as they relate to records and registration
* Ability to collaborate with administrators, deans, faculty, IT and counselors to facilitate and improve services to students
* Detail-oriented and have excellent communication and presentation skills.
* Ability to maintain the security and confidentiality of student records.
* Ability to function with a high level of maturity and awareness for protecting sensitive information.
* Proficiency with MS Office software (Word, Outlook, Excel, Access, and PowerPoint).
* Positive attitude and ability to plan and adapt to change.
* Ability to collaborate effectively with college departments and cross-functional teams
* Strong interpersonal, oral and written communication skills.
Desired Qualifications
PREFERRED QUALIFICATIONS
* Master’s degree in student services, educational administration or a related area.
* Five (5) years of experience in an academic/ registrar’s office and progressive responsibility related to increasingly complex issues.
* Experience utilizing enterprise systems and relational databases.
* Experience with student records management for medical schools.
* Experience working with and managing sensitive and confidential information.
* Experience working with diverse populations.
Special instructions to applicants
**PLEASE READ ALL OF THE INFORMATION BELOW**
Applications are accepted electronically ONLY at www.jobsatcu.com, reference Job Posting C/U02681.
Applications will be accepted until the position is filled, but full consideration will be given to complete applications received by May 27, 2014. Those who do not apply by May 27th may or may not be considered.
Required Application Materials:
When applying at www.jobsatcu.com, applicants must include:
(list and be specific)
1. A letter of application which specifically addressed the job requirements and outlines qualifications
2. A current resume
3. The names, daytime telephone numbers and email addresses for three professional references
Questions should be directed to Sharon Marston at Sharon.Marston@ucdenver.edu.
Reference checks are a standard step in our hiring process. You may be asked to provide contact information, including e-mail addresses, for up to 5 references if you are referred to the Hiring Authority for an interview. We will notify you prior to contacting both on and off-list references.
The University of Colorado Denver is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.
The University of Colorado Denver is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.
*Posting Title*: 678621 - Student Records Program Manager
*Campus*: Anschutz Medical Campus
*City*: Aurora, CO
*Position Type*: University Staff
*Posting date*: 05/15/2014
*Full/Part Time*: Full-time
*Background Check Required?*: Yes
*Job posting contact*: Sharon Marston
*Job posting contact email*: sharon.marston@ucdenver.edu
*Job Posting Number*: C/U02681
*Quicklink for Posting*: http://www.jobsatcu.com:80/postings/82272