Assistant Registrar - Herbert Wertheim College of Medicine

Florida International University is a top public university that drives real talent and innovation in Miami and globally. Very high research (R1) activity and high social mobility come together at FIU to uplift and accelerate learner success in a global city by focusing in the areas of environment, health, innovation, and justice. Today, FIU has two campuses and multiple centers. FIU serves a diverse student body of more than 56,000 and 290,000 Panther alumni. U.S. News and World Report places dozens of FIU programs among the best in the nation, including international business at No. 2. Washington Monthly Magazine ranks FIU among the top 20 public universities contributing to the public good.

The Herbert Wertheim College of Medicine is currently seeking an Assistant Registrar to join our team of professionals.

Duties include:

• Works closely with the Herbert Wertheim College of Medicine (HWCOM) Registrar in the overall direction of the office, including setting up priorities, operations and workflow; participates in management team meetings and planning.
• Receives and records grades in the system Responds to system users when issues arise with the system. Backs-up the HWCOM Registrar with security issues in the system. Manages phases and functions of student matriculation, course creation, and registration in the system..
• Supervises assigned staff, coordinates reviews, and guides the professional development of staff.
• Works with the HWCOM Registrar in updating communication, set-ups, file transfers and reports with the National Board of Medical Examiners (NBME) and the Association of American Medical Colleges (AAMC).
• Works with the HWCOM Registrar in all processes related to the National Resident Matching Program (NRMP), the San Francisco Match, the Military Match, the American Urologic Association (AUA) Match, the Electronic Residency Application Service (ERAS), and the Supplemental Offer and Acceptance Program (SOAP).
• Assists the HWCOM Registrar with the Visiting Student Application Service (VSAS).
• Loads data from the AAMC's national data base at the time of matriculation and adds required academic and other AAMC data while matriculating at HWCOM.
• Ensures that the approval process for course offerings in the College is managed effectively
• Manages the maintenance and permanent security of each matriculated student's official academic record including official documents pertaining to student promotion, disciplinary actions, leave of absence, extended academic programs, withdrawals, and other changes in student status.
• Acts on behalf of the HWCOM Registrar when absent; represents the Office of the HWCOM Registrar at meetings and other functions as needed. Maintains and safeguards the HWCOM seal and its use for authorized processes.
• Contributes to the interpretation of University rules and regulations as they pertain to the accurate processing of enrollment certifications and University and State regulations as it relates to enrolled student's residency status.
• Maintains and complies data and statistics on enrollment, attrition and instruction. Utilizes captured data and statistics in the preparation of departmental reports.
• Manages HWCOM faculty credentialing in PantherSoft.
• Assists in monitoring the medical licensing examination process and records examination scores. Certifies student enrollment in compliance with United States Medical Licensing Examination (USMLE) standards for testing.
• Coordinates the processing of medical licensure requests for alumni.
• Manages College of Medicine Registrar email and ensure prompt response to all student record requests.
• Oversees enhancements to the imaging software process and adheres to procedures that ensure documentation is maintained effectively.
• Addresses student, staff, and faculty questions as they relate to academic record and maintenance processes, procedures, and policies. Refers complex records or registration issues to manager.
• Performs essential duties in any emergencies such as hurricanes, public health emergencies, and/or any other university emergency closing. The employee is expected to be available to report to work as needed during university emergency closing with appropriate notification of a department administrator.
• Performs related duties as required or as directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

Bachelor's degree from an accredited institution of higher learning and six (6) years of (progressively more responsible) professional experience within a University's Registrar Office or a Master's degree and four (4) years of experience.

Previous experience in higher education preferred.

Administrative

$65,000 - $66,150

Begin time: 8:30 AM
End time: 5:00 PM

Criminal Background Check

Ability to work occasional evenings, weekends and at locations outside of the University

Current Employee

As a current employee, you must log into Employee Self Service (ESS) to apply for this and any other internal career opportunity of interest. In this account, you are able to track your applicant status in "My Applications". 

To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing.

Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume/ curriculum vitae, cover letter or any other documents within the application process.  It is recommended that you combine your cover letter and resume into one attachment. Attached documents should be in Microsoft Word or PDF format.

*This posting will close at 12:00 am of the close date.

Prospective Employee

If you have not created a registered account, you will be asked to create a username and password for use of the system. It is recommended that you provide an active/valid e-mail account as that will be the main source of communication regarding your status within the process. In this account, you are able to track your applicant status in "My Applications". 

To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing.

Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume/curriculum vitae into one attachment.  Attached documents should be in Microsoft Word or PDF format. All applicants are required to complete the online application including work history and educational details (if applicable), even when attaching a resume.

*This posting will close at 12:00 am of the close date.

Clery Notice

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act , the University Police department at Florida International University provides information on crimes statistics, crime prevention, law enforcement, crime reporting, and other related issues for the past three (3) calendar years. The FIU Annual Security report is available online at: https://police.fiu.edu/download/annual-security-fire-safety-report/ .
To obtain a paper copy of the report, please visit the FIU Police Department located at 885 SW 109th Avenue, Miami, FL, 33199 (PG5 Market Station).

Pay Transparency

Florida International University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.  However, employees who have access to the compensation information of other employees or applicants as a part of  their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

FIU is a member of the State University System of Florida and an Equal Opportunity, Equal Access, Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.