Associate Registrar

School of Medicine

Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Join us as an Associate Registrar and play a pivotal role in shaping the academic experience!

Be You.

In this dynamic position, you'll supervise activities of the SOM and or University Registrar's Office to include coordination of class schedules with classroom assignments to ensure optimum use of buildings and equipment, registration of students, and maintenance of student records.

Work Arrangement - Hybrid

Anticipated Pay Range - Duke University provides an annual base salary range for this position as USD $66,842.00 to USD $122,978.00. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members.

Learn more at: https://hr.duke.edu/benefits/

DEPARTMENTAL PREFERENCES

Detail oriented, tech savvy individual with the ability to work on multiple tasks.

Member or AACRAO (American Association of Collegiate Registrars and Admissions Officers) is a plus.

Experience with PeopleSoft is a plus.

MINIMUM QUALIFICATIONS

Education/Training - Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program.

Experience - Work requires five (5) years records/registration maintenance or related administrative experience to acquire skills necessary to administer complex office functions related to the establishment and management of student records and registration, compilation of reports and surveys reflecting student enrollment and implementation and interpretation of records and registration policies.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Skills - Strong analytical and communication skills, ability to multi-task, strong attention to detail and ability to pivot.

Ability to work with others or independently.

Experience with DukeHub (PeopleSoft) Student Records system preferred.

Query writing skills.

Be Bold.

Work Performed

• Supervise registration of students, maintenance of student records, and completion of degrees for all SoM programs.
• Supervision of three full-time SoM Registrar's office employees. This includes training on various software, policies and procedures for the SoM Registrar's Office.
• Ensure adherence to state, federal, University, and SOM regulations, and guidelines as appropriate for assigned areas. This includes FERPA compliance.
• Maintain the integrity of all student records.
• Audit each student record in the MD program to ensure that students meet graduation requirements and clear students for graduation. Complete degrees.
• Effective communication between other departments, faculty/staff, and students.
• Plan and schedule work for the group ensuring proper distribution of assignments and adequate manning, space and facilities for subsequent performance of duties. Provide direction, guidance and leadership to SoM Registrar's Office staff members.
• Develop the academic calendar annually for the Doctor of Medicine program.
• Distribute web registration instructions to each year in the MD program, overseeing the online registration set-up; provide student assistance as needed.
• Provide insight and oversight of the School of Medicine Registrar's Office website.
• Assist with writing SoM policies.
• Provide data to Progress Committee to include student's that fail shelf exams. Spreadsheet contains due date of exams
• Provide Promotions Committee with list of graduation candidates to be approved in April, prior to the Academic council. This is pending successful completion of their requirements.
• Compile and analyze registration statistics for administrative utilization; supervise preparation of statistical reports on educational activities and enrollments for governmental and educational agencies.
• Maintain and provide demographic statistical data to Board of Trustees, the Dean of the University, the Provost's Office, etc.
• Work closely with students, faculty, and staff members, to include the Advisory Deans and other departments within the School of Medicine.
• Oversee the visiting medical student process along with the Associate Dean for Financial Aid and Registrar.
• Provide guidance and policy information to the Advisory Deans regarding student enrollment/record needs.
• Readily available to assist with faculty/coordinator questions pertaining to enrollment, grading, class rosters, etc.
• Generate attrition notices for the Doctor of Medicine program when a student goes on leave of absence or withdraws from the program.
• Work closely with other SoM program directors and coordinators to ensure that to the best of our knowledge we are following policy when it comes to grading, graduation clearance, the addition of courses, etc.
• Interpret registration policies for faculty members, staff, and students; advise students on courses offered.
• Assist in the development of new School of Medicine policies.
• Responsible for testing latest versions of DukeHub as a DukeHub/Peoplesoft power user.
• Supervise the compilation of information such as class schedules, number of students enrolled and historical data for publication in Duke University bulletins.
• Supervise and oversee the publication of the fourth-year electives book and the School of Medicine bulletin publication.
• Serve as the backup for setting up registration, completion of verification of education forms, office email inbox, DocuSign forms, and NBME verifications.
• Responsible for making sure that grades are submitted by the deadline.
• Writing queries in DukeHub to help with tracking outstanding grades and other data requests.
• Oversee and backup for tracking study away enrollment, updating of spreadsheet and obtaining grades for students that study away.
• Oversight of tuition reconciliation reports.
• Provide required student records to the Veteran's Education office in the absence of the staff specialist in the SoM Registrar's office.
• Train DNUS staff assistant in the use of DukeHub and the process of quick admitting and enrolling the DNUS students. Serve as back-up for quick admitting and enrolling.
• Meet with students as needed for matters concerning enrollment, verification of enrollment, scheduling, etc.
• Recommend various personnel functions including, but not limited to, hiring, performance appraisals/reviews, promotions, transfers and vacation schedules.
• Participate as an ex-officio member of the Comprehensive Administrative Group (CAG), Progress Committee, and Promotions Committee.
• Review School of Medicine policies annually with group from Medical Education Administration.

Perform other related duties incidental to the work described herein.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Choose Duke.

If you thrive in a fast-paced environment, love problem-solving, and are passionate about supporting student success, this is your opportunity to shine!