Assistant Director of Records %26 Registration or Record %26 Registration Coordinator

The University of Maryland, Baltimore School of Medicine (UMSOM) is currently seeking a Registration & Records Coordinator or Assistant Director of Records & Registration in the Office of Student Affairs (OSA). The ideal candidate should have proven experience using Ellucian's Banner product for student registration and course scheduling or a related registration application platform. The candidate should be a quick learner, have strong attention to details, efficient, and customer focused. The position will include some data entry tasks into disparate systems with the expectation that these tasks could eventually be bulk uploaded or semi-automated. The position is responsible for all aspects of registration for the Medical Doctor Program. This includes but is not limited to managing course catalog, assistance with student scheduling, class registration, processing student add/drop requests and insuring grades are completed and uploaded for students within designated timeframes. The position is expected to work very closely with the campus Registrar's office and work within the parameters outlined by established registration policies and regulations. The position will also assist with fielding student inquiries and resolving issues related to account holds that potentially will impact their registration status. The position is responsible for providing administrative oversight, coordination, and resolution of issues related to registration, scheduling, records, clinical placement, account holds, etc. and other significant matters on behalf of management by utilizing independent judgment, discretion, creativity, and analytical thinking. The position contributes to the development and evaluation of office goals and objectives. Help create solutions to ensure legal and policy compliance. May be required to independently manage or administer processes or projects. The position would work daily with Office of Student Affairs deans, senior/mid-level staff and students. This position will be a part of a small team and will work closely with the Director of SOM Student Financial Planning who will also supervise the position. This position is expected to accomplish its responsibilities by applying specialized and theoretical knowledge, principles, and concepts of a professional discipline normally acquired through advanced education or specialized training with limited supervision.

Benefits: Exempt Regular

UMB offers a comprehensive benefits package that prioritizes wellness, work/life balance, and professional development, along with additional exciting perks that employees can take advantage of. This position participates in a retirement program (pension or optional retirement plan/ORP) that must be selected and is effective on your date of hire. Exempt regular staff receive a generous PAID leave package that includes over 4 weeks of vacation accrued each year, 15 paid holidays, 3 personal leave, unlimited accrual of sick time, and comprehensive health insurance; professional learning and development programs; tuition remission for employees and their dependents at any University System of Maryland school; and flexible work schedules and teleworking options (if applicable per job).

UMB is a public university and constituent institution of the University System of Maryland. All employees are expected to work primarily physically within the State of Maryland.

Registration & Records Coordinator Primary Duties:

• Provide administrative oversight and coordination of the registration and records operations within a School.

• Provide students with direction in their studies, registration guidance and assistance, and proper records management.

• Guide prospective and current students through course registration and management of student academic records.

• Ensure students have appropriate information needed to make informed decisions regarding course registration, change of schedule, course withdraw, intent to graduate, and transcripts requests.

• Each request is processed sensitively, accurately, and according to school policy by monitoring the processing of such changes, proposing changes to policy when needed, and communicating such changes within the school.

• Assist team with maintaining a secure student information system for academic records used in admissions, registration and mandated reporting functions ensuring the confidentiality and accuracy for students and compliance with all regulations and requirements.

• Provide recommendations to improve record management.

• Assists to ensure compliance with the University's retention policies to stay current with records management techniques relating to imaging, disaster recovery, retention schedule, and other critical issues.

• Prepare registration reports as needed.

• Understands and interprets with limited guidance Financial Aid and Scholarships policies, operating practices, administrative and technical procedures related to enrollment in support of inquiring prospective students and their families.

• Monitor compliance with policies and procedures and make recommendations to supervisor for process improvements, administrative changes, or new initiatives.

• Coordinates meetings, seminars, and other special events and may provide on-site support.

• Remain competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses/conferences, and attending training and/or courses required by the supervisor.

• Contribute to the overall success of the Office of Student Affairs enrollment and financial wellness functions of the School of Medicine medical doctor program by performing all other duties and responsibilities as assigned.

• Perform other duties as assigned.
  

Assistant Director of Records & Registration Primary Duties:

• Assist to develop, enhance, guide, and implement strategic direction of registration and record, including registration process and record retention for the School of Medicine MD Program.

• Assist to develop short-term registration system enhancements and record maintenance to ensure the student's experience is seamless and efficient.

• Guide current and prospective students through registration process, advisement on plan of study, and advice on record requests and requirements.

• Manage inquiries and ensure individualized follow up takes place. Assist students in complex scheduling or requests as needed.

• Manage the student information system for academic records used in registration and records is secure. Prepare mandated reports ensuring the confidentiality and accuracy for student data and in compliance with all regulations and requirements. Provide and implement recommendations to improve record management.

• Ensure compliance with the University's retention policies to stay current with records management techniques relating to imaging, disaster recovery, retention schedule, and other critical issues.

• Provide business process analysis for registration areas to support student and academic services.

• Maintain and nurture effective communication and partnerships throughout the campus by conferring with business unit and campus leadership on issues pertaining to the promotion and understanding of the departmental functions.

• Proactively represent the department through participation in campus meetings and special projects.

• Perform administrative duties such as report formulation, and quality assurance functions.

• Manage data accuracy using report writing tools and creating and running exception reports to meet University and government statistical reporting requirements.

• Understands and interprets Financial Aid and Scholarships policies, operating practices, administrative and technical procedures related to enrollment in support of inquiring prospective students and their families.

• Monitor compliance with policies and procedures and make recommendations for process improvements, administrative changes, or new initiatives.

• Coordinates meetings, seminars, and other special events and may provide on-site support.

• Remain competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses/conferences, and attending training and/or courses required by the supervisor.

• Contribute to the overall success of the Office of Student Affairs enrollment and financial wellness functions of the School of Medicine medical doctor program by performing all other duties and responsibilities as assigned.

• Perform other duties as assigned.

Registration & Records Coordinator Qualifications:

Education: Bachelor's degree.

Experience: Two (2) years of experience in academic records and registration experience. Experience working with complex data systems is required. Experience working in a higher education setting is preferred. Prior Ellucian Banner experience preferred.

Other: Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 undergraduate college credits being equivalent to one year of related experience. In instances where specific education and/or experience is required only directly related education and/or experience may be substituted.

OTHER: Clery act designated job as campus security authorities (CSA) member and will comply with Clery Act requirements.

Knowledge, Skills, Abilities:

Ability to apply entry level knowledge, concepts, principles, and administrative skills.

Provide Decision making occurs within defined parameters. Ability to work with defined assignments, expectations, and deadlines making decisions within parameter of the job.

Demonstrates initiative and discretion to resolve routine and non-routine matters.

Assistant Director of Records & Registration Qualifications:

Education: Bachelor's degree.

Experience: Five (5) years of experience in academic records and registration experience. Experience working with complex data systems is required. Knowledge of both the technical operational aspects of systems used by the Office of the Registrar.

Knowledge of data manipulation tools, reporting, and data integrity required. Experience working in a higher education setting is preferred. Prior Ellucian Banner experience preferred.

Supervisory Experience: One (1) year of direct supervision or responsibility for training, work coordination, and monitoring work of others.

Other: Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 undergraduate college credits being equivalent to one year of related experience. In instances where specific education and/or experience is required only directly related education and/or experience may be substituted.

OTHER: Clery act designated job as campus security authorities (CSA) member and will comply with Clery Act requirements.

Knowledge, Skills, Abilities:

• Ability to apply intermediate level knowledge, concepts, principles, and administrative and academic record keeping skills

• Decision making occurs within defined parameters.

• Ability to define assignments, expectations, and deadlines.

• Demonstrates initiative and discretion to resolve routine and non-routine matters.

Both Knowledge, Skills, Abilities:

Knowledge of position academic record maintenance requirements. Knowledge of all applicable requirements, regulations, and laws. Skill in effective use of applicable technology/systems. Ability to effectively communicate both verbal and written thoughts, ideas, and facts. Ability to work cooperatively with others and independently. Ability to demonstrate, understand, apply, and adhere to the UMB Core Values of Respect and Integrity, Well-being and Sustainability, Equity and Justice, and Innovation and Discovery.

Hiring Ranges: Commensurate with education and experience

Coordinator: $62,000 - $69,000

Asst Dir, Records & Registration: $69,500 - $72,000.

UMB is committed to cultivating a diverse and inclusive workforce and is proud to be an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, ancestry or national origin, sex, pregnancy or related conditions, sexual orientation, gender identity or expression, genetic information, physical or mental disability, marital status, protected veteran's status, or any other legally protected classification.

If you anticipate needing a reasonable accommodation for a disability under the Americans with Disabilities Act (ADA), during any part of the employment process, please submit a UMB Job Applicant Accommodation Request. You may also contact leave_and_accom@umaryland.edu Please note that only inquiries concerning an ADA request for reasonable accommodation will be responded to from this email address.

The University of Maryland, Baltimore prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to the Title IX Coordinator. Read the UMB Notice of Non-Discrimination for more information.