Records Coordinator
Med-Office of the Dean - Pennsylvania-Pittsburgh - (26003339)
The Office of Student Affairs mission is to support all our medical students during your time at the University of Pittsburgh School of Medicine. We provide student-centered, individualized personal, professional, and academic guidance in an equitable and just way to maximize the success of our diverse medical student body.
Job Summary
Assists in managing the Registrar's student academic records. Manages record storage and access to off-site records, reviews records' retention schedules, and reviews disaster recovery policies. Maintains expert-level knowledge of academic policies and procedures and provides guidance on them to University constituents.
Essential Functions
The Records Coordinator will be the point of contact for access credentialing including, but not limited to:
Records Management: Manage and maintain medical student records for the School of Medicine. Perform timely audits to student records to verify compliance with UPMC and School of Medicine immunizations and clearance requirements. Responsibilities include completing licensure requests for past graduates, archiving student records, uploading and managing student data in the school's electronic record system and tracking vaccine documentation. This role is vitally important because accuracy of records is essential to students' ability to pursue their careers in medicine and to access clinical sites. Support records related activities within the Registrar's office involving scheduling, grade entry and related data management.
Access Credentialing: Initiate and create UPMC accounts for all medical students. Manage account access and investigate UPMC privacy alerts for student accounts. Responsibilities include verifying eligibility for access, overseeing internal records systems and external records including external match systems, ordering UPMC badges for each student, providing student photo information to UPMC and serving as first point of contact for UPMC questions and concerns, access inquiries and potential violations surrounding student access.
Event/Meeting Planning and Coordination: Responsible for annual mask fitting and CPR testing events and assist with broader School of Medicine events including but not limited to, Match Day and Graduation. Responsibilities include reserving space in School of Medicine, advertising and promoting vaccination events, collaborating with external entities, and tracking and documenting immunization for each student. Provide yearly information on where to obtain vaccination testing and documentation results for each medical student.
Other duties as assigned.
Physical Effort
Essential functions of the position are to use various mediums of communication - telephone, computer/ keyboard, written and verbal speech
General office environment, primarily sedentary. Occasional lifting of objects less than 251 bs.
Assignment Category: Full-time regular
Job Classification: Staff.Records Coordinator
Job Family: Academic & Student Services
Job Sub Family: Registrar
Campus: Pittsburgh
Minimum Education Level Required: Bachelor's Degree
Minimum Years of Experience Required: 1
Will this position accept substitution in lieu of education or experience: Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.
Work Schedule: Monday - Friday, 8:30 a.m. - 5:00 p.m. *a hybrid work arrangement of up to two days remote per week is an option after successful completion of successful onboarding of at least 4 months. **Only those within commuting distance of the university will be considered
Work Arrangement: Hybrid: Combination of On-Campus and Remote work as determined by the department.
Hiring Range: $17.74 to $22.17
Relocation_Offered: No
Visa Sponsorship Provided: No
Background Check: For position finalists, employment with the University will require successful completion of a background check
Child Protection Clearances: Not Applicable
Required Documents: Resume, Cover Letter
Optional Documents: Not Applicable
PI284877140