Tufts University
Associate Registrar Student Data
Tufts University, Boston, Massachusetts, us, 02298
Overview
The Registrar's Office is imbedded within the Office of Student Affairs (OSA) of the Tufts University School of Medicine. The Office of Student Affairs is responsible for all enrollment management, student, advisors, and Coach support services. The two offices provide a number of services to over 850 students, 400+ faculty members, the TUSM clinical affiliates, Maine Track, and TUSM academic and administrative offices. The OSA oversees the coordination of the clinical curriculum, manages the career advising and residency application process for medical students, and plans and executes many events including orientation programs for 1st, 2nd & 3rd year students, White Coat ceremony, Match Day, and Commencement activities. The Registrar's Office is responsible for the management of the administrative student information systems, annual registration, administration of the Visiting Clerkship Program, the annual clerkship scheduling processes, clerkship director meetings, the Student Ethics and Promotions Committee, the annual publication of the clerkship catalogs, 3rd Year Orientation Guide, and the Clerkship Director Guides. The Registrar's Office also helps support all OSA events.
What You'll Do
Establish and sustain strong, viable interfaces between the Registrar's Office, university and school offices, and our clinical affiliates. Provide strong leadership in all matters pertaining to student and course data, data gathering, data security, data sharing, and data analysis. Manage and support the use of technology resources for the Registrar's Office and the Office of Student Affairs. Serve as project lead for the 3rd Year Clerkship scheduling processes. Provide technical support for current and future Student Records databases. Be responsible for student data updates in SIS. Serve as the point of contact for assisting Coaches and Clerkship Directors for OASIS support. Engage in compiling a variety of statistical reports off of TUSM data, including student, grade, enrollment, and survey data for administrative offices as well as outside organizations. This individual fully understands university academic policies, procedures, and degree requirements as well as FERPA. S/he will be an expert in student systems and may train others as needed. Participate in administrative support for additional tasks and projects as determined by the Registrar. The Associate Registrar will assist with the management of department functions and communications.Maintain accurate records and compile a variety of statistical reports of TUSM data, including but not limited to student, grade distribution, enrollment, survey data, exam performance, Match data, University Fact Book, annual LCME Questionnaire, and city of Boston requests. Be responsible for maintaining student and course data in StuART, SIS, OASIS, Aquifer, and the AAMC Student Record System. Run student and graduate transcripts from SIS and StuART as needed.Assist students, faculty, Clerkship Directors, and Coaches as necessary in accessing and using OASIS, SIS, Canvas, and Aquifer. Maintain the class and clerkship elists. Update and maintain each of the 6 Core Clerkships information and material on Canvas.Serve as project lead for the annual 3rd Year Core Clerkship scheduling. Create the 3rd Year scheduling calendar. Be responsible for updating the Third Year Orientation Guide and Clerkship Director Guides annually. Assist with the update of grading policies before the start of each academic year. Maintain and update the grade distribution documents for each of the 6 core clerkships for review at the quarterly clerkship director meetings. Create and maintain Aquifer users and courses. Set up new courses and enroll students annually. Delete users after graduation.On a regular basis, be responsible for downloading weekly NBME Step 1 and Step 2CK exam results and distributing as necessary. Import preclinical grades files from the Office of Educational Affairs. Assist with the National Board of Medical Examiners end-of-clerkship examination process (approx. 60+ exams/yr).Serve as the "in-house" expert of the OASIS system for other users.Set up the OASIS evaluations for each academic year and maintain them throughout the academic year. Respond to new requirements and requests in a timely fashion. Troubleshoot any problems.Manage the LIC evaluation set up, including the assignment of preceptors to students and setting up the correct open/close dates for SPEs.On a daily basis, be responsible for reading and distributing the Student Performance Evaluations from OASIS. Notify the Dean immediately of any concerning issues regarding student performance/behavior.Develop the clerkship Student Performance Evaluation deadline calendar and monitor compliance. Send reminders to clerkship and site directors as necessary and inform the Dean for Educational Affairs, the Dean of Students, and the Assistant Dean for Student Enrollment of those not in compliance.On an annual basis, set up HIPAA, Universal Precautions, Student Treatment Policy, Honor Code, Needlestick Protocol certifications on Canvas. Monitor annual registration compliance of these certifications for all 4 classes of students. Coordinate the required Mask Fit sessions, the distribution of the questionnaire to the students, and the HIPAA compliant review of the returned questionnaire by Occupational Health. Also, in conjunction with Student Health and Administration, ensure that all students are in compliance with immunization requirements. Coordinate with TU Human Resources to conduct the required annual national background checks on the 2nd, 3rd, and 4th year students.Serve as a Veterans Affairs Certifying Official. Assist veterans in obtaining their education benefits. Update Enrollment Manager as appropriate. Update the annual VA catalog, assist with 85/15 calculation/waiver, complete required annual training hours, and respond to and prep for VA and Dept of Education audits.Establish the calendar of scheduled exports of student and course data to our clinical affiliates (over 70 sites). Send data as scheduled. Respond to new requirements and requests from clinical affiliates in a timely fashion. This is a critical function of the position - we must ensure smooth and timely onboarding of the students to our clinical affiliates.Serve as a technical resource on events such as Commencement, Orientation, White Coat Ceremony, Dean's Letter, and other OSA events.Coordinate aspects of the annual MSPE; work with others in the office on this critical project.Serve as the administrator for the Core Collaborators Committee and 2 of the Core Clerkship Director Committees. In conjunction with the Chair of the Committees and Dean of Students, compile the agenda, schedule meetings, take minutes, and distribute meeting materials.Supervise the Administrative Coordinator/Graduate records position.
What We're Looking For
Basic Requirements :Knowledge and experience typically acquired by 2+ years of related registrar experience and a Bachelor's degree.Knowledge of Microsoft Office Suite (especially Access) and student information systems is required as are excellent communication and presentation skills, ability to work effectively with diverse populations, ability to manage competing demands, excellent problem-solving skills, and ability to work independently and as part of a team.Flexibility and demonstrated competence to assess priorities, manage a variety of activities in a time-sensitive environment, and meet competing deadlines with attention to detail and quality.Strong interpersonal and written/verbal communication skills.Ability to interact professionally with all levels of students, staff, and faculty. Position involves dealing with confidential information, must exercise appropriate discretion.Preferred Qualifications :Experience in a student services leadership role.
Pay Range
Minimum $71,050.00, Midpoint $88,850.00, Maximum $106,700.00Salary is based on related experience, expertise, and internal equity; generally, new hires can expect pay between the minimum and midpoint of the range.#J-18808-Ljbffr
The Registrar's Office is imbedded within the Office of Student Affairs (OSA) of the Tufts University School of Medicine. The Office of Student Affairs is responsible for all enrollment management, student, advisors, and Coach support services. The two offices provide a number of services to over 850 students, 400+ faculty members, the TUSM clinical affiliates, Maine Track, and TUSM academic and administrative offices. The OSA oversees the coordination of the clinical curriculum, manages the career advising and residency application process for medical students, and plans and executes many events including orientation programs for 1st, 2nd & 3rd year students, White Coat ceremony, Match Day, and Commencement activities. The Registrar's Office is responsible for the management of the administrative student information systems, annual registration, administration of the Visiting Clerkship Program, the annual clerkship scheduling processes, clerkship director meetings, the Student Ethics and Promotions Committee, the annual publication of the clerkship catalogs, 3rd Year Orientation Guide, and the Clerkship Director Guides. The Registrar's Office also helps support all OSA events.
What You'll Do
Establish and sustain strong, viable interfaces between the Registrar's Office, university and school offices, and our clinical affiliates. Provide strong leadership in all matters pertaining to student and course data, data gathering, data security, data sharing, and data analysis. Manage and support the use of technology resources for the Registrar's Office and the Office of Student Affairs. Serve as project lead for the 3rd Year Clerkship scheduling processes. Provide technical support for current and future Student Records databases. Be responsible for student data updates in SIS. Serve as the point of contact for assisting Coaches and Clerkship Directors for OASIS support. Engage in compiling a variety of statistical reports off of TUSM data, including student, grade, enrollment, and survey data for administrative offices as well as outside organizations. This individual fully understands university academic policies, procedures, and degree requirements as well as FERPA. S/he will be an expert in student systems and may train others as needed. Participate in administrative support for additional tasks and projects as determined by the Registrar. The Associate Registrar will assist with the management of department functions and communications.Maintain accurate records and compile a variety of statistical reports of TUSM data, including but not limited to student, grade distribution, enrollment, survey data, exam performance, Match data, University Fact Book, annual LCME Questionnaire, and city of Boston requests. Be responsible for maintaining student and course data in StuART, SIS, OASIS, Aquifer, and the AAMC Student Record System. Run student and graduate transcripts from SIS and StuART as needed.Assist students, faculty, Clerkship Directors, and Coaches as necessary in accessing and using OASIS, SIS, Canvas, and Aquifer. Maintain the class and clerkship elists. Update and maintain each of the 6 Core Clerkships information and material on Canvas.Serve as project lead for the annual 3rd Year Core Clerkship scheduling. Create the 3rd Year scheduling calendar. Be responsible for updating the Third Year Orientation Guide and Clerkship Director Guides annually. Assist with the update of grading policies before the start of each academic year. Maintain and update the grade distribution documents for each of the 6 core clerkships for review at the quarterly clerkship director meetings. Create and maintain Aquifer users and courses. Set up new courses and enroll students annually. Delete users after graduation.On a regular basis, be responsible for downloading weekly NBME Step 1 and Step 2CK exam results and distributing as necessary. Import preclinical grades files from the Office of Educational Affairs. Assist with the National Board of Medical Examiners end-of-clerkship examination process (approx. 60+ exams/yr).Serve as the "in-house" expert of the OASIS system for other users.Set up the OASIS evaluations for each academic year and maintain them throughout the academic year. Respond to new requirements and requests in a timely fashion. Troubleshoot any problems.Manage the LIC evaluation set up, including the assignment of preceptors to students and setting up the correct open/close dates for SPEs.On a daily basis, be responsible for reading and distributing the Student Performance Evaluations from OASIS. Notify the Dean immediately of any concerning issues regarding student performance/behavior.Develop the clerkship Student Performance Evaluation deadline calendar and monitor compliance. Send reminders to clerkship and site directors as necessary and inform the Dean for Educational Affairs, the Dean of Students, and the Assistant Dean for Student Enrollment of those not in compliance.On an annual basis, set up HIPAA, Universal Precautions, Student Treatment Policy, Honor Code, Needlestick Protocol certifications on Canvas. Monitor annual registration compliance of these certifications for all 4 classes of students. Coordinate the required Mask Fit sessions, the distribution of the questionnaire to the students, and the HIPAA compliant review of the returned questionnaire by Occupational Health. Also, in conjunction with Student Health and Administration, ensure that all students are in compliance with immunization requirements. Coordinate with TU Human Resources to conduct the required annual national background checks on the 2nd, 3rd, and 4th year students.Serve as a Veterans Affairs Certifying Official. Assist veterans in obtaining their education benefits. Update Enrollment Manager as appropriate. Update the annual VA catalog, assist with 85/15 calculation/waiver, complete required annual training hours, and respond to and prep for VA and Dept of Education audits.Establish the calendar of scheduled exports of student and course data to our clinical affiliates (over 70 sites). Send data as scheduled. Respond to new requirements and requests from clinical affiliates in a timely fashion. This is a critical function of the position - we must ensure smooth and timely onboarding of the students to our clinical affiliates.Serve as a technical resource on events such as Commencement, Orientation, White Coat Ceremony, Dean's Letter, and other OSA events.Coordinate aspects of the annual MSPE; work with others in the office on this critical project.Serve as the administrator for the Core Collaborators Committee and 2 of the Core Clerkship Director Committees. In conjunction with the Chair of the Committees and Dean of Students, compile the agenda, schedule meetings, take minutes, and distribute meeting materials.Supervise the Administrative Coordinator/Graduate records position.
What We're Looking For
Basic Requirements :Knowledge and experience typically acquired by 2+ years of related registrar experience and a Bachelor's degree.Knowledge of Microsoft Office Suite (especially Access) and student information systems is required as are excellent communication and presentation skills, ability to work effectively with diverse populations, ability to manage competing demands, excellent problem-solving skills, and ability to work independently and as part of a team.Flexibility and demonstrated competence to assess priorities, manage a variety of activities in a time-sensitive environment, and meet competing deadlines with attention to detail and quality.Strong interpersonal and written/verbal communication skills.Ability to interact professionally with all levels of students, staff, and faculty. Position involves dealing with confidential information, must exercise appropriate discretion.Preferred Qualifications :Experience in a student services leadership role.
Pay Range
Minimum $71,050.00, Midpoint $88,850.00, Maximum $106,700.00Salary is based on related experience, expertise, and internal equity; generally, new hires can expect pay between the minimum and midpoint of the range.#J-18808-Ljbffr