Associate University Registrar

Job Description:

POSITION SUMMARY

Reporting to the University Registrar, the Associate University Registrar serves as the first point of contact for designated students, faculty, and staff on all academic records related requests related to the Illinois College of Osteopathic Medicine and The Chicago School. The Associate University Registrar is responsible for adhering to all internal, federal, Department of Education, and affiliate policies and procedures. Staff members are expected to exercise a high degree of responsibility and independent judgment, and to work hours consistent with the campus student populations’ need for access to services. This position is primarily remote, with occasional onsite work required at the Chicago campus—typically 1–2 days per year, as needed.

The anticipated hire date for this position is January 1, 2026.

PRINCIPLE DUTIES

• Maintain accuracy of student records
• Daily interpretation and adherence to institutional policies and procedures
• Manage requests related to student records, including grade submissions and grade changes
• Process Satisfactory Academic Progress, review reinstatement petitions, and create SAP plans
• Serve as ex officio on the IllinoisCOM Curriculum Committee and sub-committees
• Provide oversight into the delivery of the academic program to ensure compliance with all state and federal regulations
• Manage graduation certification and degree conferral processes
• Partner with the Department of Academic Affairs to document and track student enrollment changes, and academic and programmatic status changes
• Calculate and report Earned Percentage Grade (EPG) and associated class ranks as outlined in the IllinoisCOM Program Handbook
• Partner with the IllinoisCOM Department of Academic Affairs to manage student eligibility for COMLEX-USA and USMLE licensure exams
• Manage USMLE registration
• Manage COMLEX-USA and USMLE outcomes reporting
• Coordinate with the Office of Clinical Education to ensure accurate documentation of clinical rotations
• Prepare data reports necessary for Medical Student Performance Evaluation (MSPE) letter preparation
• Create course schedule in SIS including building and cross-listing courses and instructor assignments
• Reporting responsibility including Course Audit, Maximum Time Frame, Dual Enrollments, and Continuous Registration
• Review assigned items in the OOTR inbox and respond within 24 hours
• Collaborate with various student-facing departments such as Academics, Financial Aid, Admissions, and Student Accounts to manage academic record needs
• Adherence to all internal, accreditation, federal, state, and local regulations, policies, procedures, and standards.
• Provide ad hoc reports as requested
• Perform other duties as assigned

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES

• Experience with CampusNexus student information system highly desirable
• Prior medical school experience highly desirable
• Excellent PC skills (Word, Excel, Power Point) and other clerical skills (phone skills, typing, imaging)
• Skills to establish and maintain effective relationships
• Excellent verbal and written communication skills
• Organizational and time management skills
• Ability to collaborate and communicate with students and employees of differing backgrounds
• Excellent teamwork

POSITION QUALIFICATIONS

• Bachelor's degree required
• Experience within student facing positions and/or higher education preferred
• Ability to work weekends and evenings

Compensation & Benefits

This opportunity is budgeted at $65,000 - $70,000 per year base compensation. Additional compensation factors may impact total compensation. To learn more about our competitive benefits and additional rewards, including generous paid time-off, medical and dental insurance coverage, life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts, tuition reimbursement, click the link below.

https://www.thechicagoschool.edu/career-opportunities/

The Chicago School is an Equal Opportunity Employer.

Please note: For the protection of faculty, staff, students, and all who enter our facilities, The Chicago School strongly recommends that all employees are fully vaccinated for COVID-19 per CDC guidance.