ASSISTANT REGISTRAR

Req #:	212809
Department:	SCHOOL OF MEDICINE: ACADEMIC AND REGIONAL AFFAIRS
Job Location:	Seattle Campus
Posting Date:	09/22/2022
Closing Info:	Open Until Filled
Salary:	Salary and benefits are competitive. Salary is commensurate with qualifications and experience.
Shift:	First Shift
Notes:	As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.

The School of Medicine has an outstanding opportunity for an Assistant Registrar to join their team.

The Assistant Registrar (payroll title: Counseling Services Coordinator) in the School of Medicine manages SOM course scheduling and UW quarterly registration, communicates with and advises students regarding scheduling and registration issues and options, tracks students progress toward graduation, and conducts degree audits. This position assists in managing the School of Medicine student database and in supporting the School of Medicine Student Progress Committee. The Assistant Registrar provides support to the Registrar and to the Records and Registration team on special projects as needed.

This position will work closely with the SOM Registrar and have frequent contact with the Associate Dean for Student Affairs, the Associate Dean for Curriculum, the School of Medicine Department Clerkship Directors, and Coordinators, the Regional WWAMI Deans and staff, the UW Registrars Office, and medical students. This position requires a high degree of independent decision-making and problem-solving ability, and the ability to prioritize projects. The Assistant Registrar must have excellent customer service skills, written and verbal communication skills and the ability to prioritize projects and multitask.

The Assistant Registrar position directly impacts the scope and quality of the programs administered by the Academic Affairs Office and the quality of services provided to more than 1,100 medical students, both at the UW Seattle campus and throughout the WWAMI region. The Assistant Registrar is integral in ensuring that the Academic Affairs programs meet the compliance and accreditation standards as established by the Liaison Committee on Medical Education, federal and state laws, and university regulations. This position provides a critical communication link between the Registrars Office and the Curriculum Office, the WWAMI First Year Regional Offices, the WWAMI Regional Clinical Offices, the Clinical Departments, the Information Technology Office, and the main UW Registrars Office.

DUTIES AND RESPONSIBILITIES

Manage School of Medicine Scheduling and Registration

Using available technology, create, develop, and assign students to required third- and fourth-year clerkship schedules, resulting in complete student schedules that ensure progression to the MD degree within the parameters of course availability, special program participation, travel requirements, SOM policies, and student preferences.

Using available technology, manage the third- and fourth-year elective scheduling process, resulting in student schedules that meet degree requirements within the parameters of course availability, special program participation, career choice, SOM policies, and student preferences.

Provide oversight of quarterly student registration processes for all classes in the UW registration system.

Act as a resource to Registration Specialists for both routine and complicated scheduling and registration issues, including situations requiring speedy resolution.

Present information on scheduling processes and policies to students in large and small groups and individually.

Meet with third-and fourth-year students to discuss scheduling options, revise schedules, and provide advice on scheduling policies and graduation requirements.

Notify students, clerkship departments, and WWAMI Regional Offices of clerkship timelines and assignments.

Create and maintain the Registration and Scheduling web pages on the UW SOM site.

Audit and Monitor Graduation Requirements

Audit all medical student transcripts for accuracy and completeness; work to resolve discrepancies.

Review and validate graduation requirement reports to ensure that all students are on track to graduate (UW Degree Auditing System and School of Medicine Database).

Notify students of their progress towards completing graduation requirements. Advise students of missing or incomplete requirements, making referrals to SOM resources and units for assistance as needed.

Provide Administrative Oversight to Student Progress Committee (SPC)

In coordination with the Registrar prepare SPC agenda and minutes for monthly meetings and grade reports for quarterly review.

Coordinate pre-SPC meetings with the SPC Chair, Associate Dean for Student Affairs, Registrar, Proactive Advisor, and Learning Specialist to review and finalize meeting agenda and action items.

Handle time-sensitive, confidential material appropriately in working with the SPC. Ensure students receive SPC communications and follow-up as directed by SPC.

Anticipate implications of SPC outcomes for other Academic Affairs staff and/or programs and follow through as needed. Coordinate post-SPC meetings with relevant Student Affairs staff.

Update SOM and SPC databases with SPC decisions.

Manage Grade and Graduation Reporting to UW Registrars Office

Oversee the timely reporting and transfer of all grades, including MS 1-2 grades, from the SOM database to the University of Washington database. Audit grades and assist with resolving discrepancies.

Oversee the timely reporting of students who have met SOM graduation requirements each quarter to the UW Registrars Office and national student databases.

Communicate with the UW Registrars Office on grade changes and late grades.

Manage and Maintain Student Demographic Information in the SOM Student Database

Manage and accurately maintain demographic information in the Schools student database (E*Value).

Provide information and instruction to students about how to change demographic information

Audit demographic changes and ensure they are accurately reflected in the SOM database, UW database, and national reporting databases.

Special Duties and Other Projects as Assigned

Work with the Registrar and Registration and Records unit on special projects as needed.

Oversees office functions when Registrar is out of office.

MINIMUM REQUIREMENTS

Bachelors degree in related field.

Four to five years of relevant experience.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

ADDITIONAL REQUIREMENTS

Proven leadership with demonstrated experience supervising teams and staff.

Computer proficiency with spreadsheets, word processing and databases in a Windows environment.

Ability to interpret and communicate to others complex policies and procedures.

Excellent oral and written communication skills.

Ability to work independently with a high degree of reliability, accuracy, and productivity.

Ability to handle confidential information responsibly.

Ability to work across multiple levels of an organization to achieve results.

Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.

Attention to detail.

DESIRED QUALIFICATIONS

One to two years School of Medicine or University of Washington experience in Registrar or student scheduling operations or in educational program management.

Experience in the methods and systems of continuous quality improvement.

CONDITIONS OF EMPLOYMENT

The position requires the employee to intermittently work beyond a normal work week (e.g., more than 40 hours a week) and may require evening and weekend time to meet project deadlines and attend meetings.

Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select Apply to this position. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your My Jobs page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

COVID-19 VACCINATION REQUIREMENT

Governor Inslee's Proclamation 21-14.2 requires employees of higher education and healthcare institutions to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.