Req #: 234297

Department: SCHOOL OF MEDICINE

Posting Date: 05/20/2024

Closing Info: Open Until Filled

Salary: $5,909 - $6,760 per month

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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf )

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 Assistant Registrar (Counseling Services Coordinator (E S 8)) in the School of Medicine (SoM) oversees 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 operationalizes the School of Medicine Student Progress Committee decisions that impact course scheduling and registration. The Assistant Registrar provides support to the Registrar and to the Records and Registration team on special projects as needed.

This position supervises one program coordinator position. The position will oversee temporary or student hourly employees who are hired to support high demand Registrar activities throughout the academic year.

DUTIES AND RESPONSIBILITIES Oversee School of Medicine Scheduling and Registration (55%)

• Using available technology, oversee the process of creating and assigning students to their required third- and fourth-year clerkship schedules, ensuring 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.

• Act as a resource to department administrators regarding UW SoM policies and procedures related to scheduling and registration, including timeline and process for adding and dropping courses.

• Ensure that SPC decisions that affect course scheduling are processed. Act as resource to SPC in their deliberations in matters related to course scheduling.

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

• Meet and correspond with third-and fourth-year students individually and in groups as needed 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 manage routine emails to send quarterly regarding registration.

• Assist in updating and maintaining the Registration and Scheduling web pages on the UW SoM site.Audit and Monitor Graduation Requirements (20%)

• 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.Oversee Grade and Graduation Reporting to UW Registrar’s Office (10%)

• 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 Registrar’s Office and national student databases.

• Communicate with the UW Registrar’s Office on grade changes and late grades.Manage and Maintain Student Demographic Information in the School of Medicine Student Database (5%)

• Oversee and accurately maintain demographic information in the School’s student database (eValue).

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

• Oversee the input of expansion and leave of absence information into eValue.Special Duties and Other Projects as Assigned (10%)

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

• Oversee office functions when Registrar is out of office.

• Represent Registrar and Registration’s perspective on committees.

• Provide regular and ad hoc reports. MINIMUM REQUIREMENTS

• Bachelor’s degree in related field.

• At least four years of related 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 and to abide by federal, state, and local laws regarding the privacy and distribution of information in the student educational record.

• 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 REQUIREMENTS

• 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 per week) and may require evening and weekend work to meet project deadlines and to attend meetings. Application Process: The application process 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 access 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.

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