Registrar, School of Medicine

Registrar, School Of Medicine

Virginia Commonwealth University School of Medicine seeks a Registrar to provide strategic leadership and operational oversight for student academic records, enrollment management, and educational administrative processes for undergraduate medical education. The Registrar serves as the School of Medicine's official authority for student educational records and is responsible for maintaining the integrity, accuracy, and security of academic data. This position manages student enrollment, registration, and student status processes (including leaves of absence, withdrawals, and graduation tracking) in accordance with institutional policy.

Serving as a key liaison with the University Registrar and Financial Aid as well as School of Medicine faculty and staff, the Registrar ensures academic operations comply with University, state, federal, and accreditation requirements. Additionally, the Registrar provides expertise on educational policies and procedures, contributes to institutional committees and initiatives, and develops data-informed reports and analyses to support operational effectiveness, strategic planning, and institutional decision-making.

Core Responsibilities:

• Student Records Management & Compliance: Maintain accurate, secure, and up-to-date educational records (current and past), tracking grades, grade changes, academic actions, and progression milestones.
• Interpret, apply, and ensure compliance with University, School of Medicine, state, federal, and accreditation requirements regarding educational records and academic operations.
• Support and coordinate institutional accreditation activities and reporting requirements related to student records, enrollment, advancement, and graduation.
• Monitor academic performance indicators and examination outcomes to identify students requiring review, intervention, or additional support.
• Track and document the completion of remediation plans, committee decisions, and required follow-up actions.
• Serve as an expert resource for faculty, staff, and students regarding educational records policies, registration processes, and academic requirements for the MD program.

• Registration, Enrollment & Course Management: Oversee and manage the School of Medicine student registration process, including course offerings, preclinical elective management, and clinical scheduling to align with clerkship capacity, in collaboration with OME partners.
• Collaborate with clinical departments to optimize clinical placement availability and maintain appropriate access to educational experiences needed to support student advancement.
• Monitor student enrollment status and manage Banner processes related to adding/dropping courses, withdrawals, leaves of absence, and other status designations.
• Perform routine audits to ensure data integrity and validity across School of Medicine, University, and national student information systems.

• Graduation, Degree Certification & Post-Graduate Support: Oversee completion of graduation requirements, manage degree program designation, and administer the graduate checkout process to confirm eligibility for degree conferral.
• Certify student enrollment, degree completion, and academic standing in accordance with institutional policy.
• Prepare, verify, and issue diplomas, verification letters, degree certifications, and supporting materials for licensure, residency, fellowship, and other professional purposes.
• Coordinate the compilation, quality review, formatting, and submission of Medical Student Performance Evaluations (MSPEs), validating all relevant academic information.
• Serve as a resource for students regarding residency onboarding and licensure documentation requirements.

• Data Management, Analytics & Committee Support: Centrally monitor, maintain, and create operational, strategic, and data-informed reports from a variety of databases, including Banner, AAMC, LCME, Texas Star, NRMP, USMLE, and other residency matching platforms.
• Ensure consistent, accurate reporting of annual student enrollment data and oversee the advancement of student class levels across school, University, and national record systems.
• Collaborate with the University Registrar, School of Medicine Dean's Office, Office of Financial Aid, and SOMTech to develop data reports to support day-to-day operations, accreditation needs, and special projects.
• Calculate student rank and determine eligibility for distinction, scholarships, and honors and recognition, preparing associated reports.
• Oversee student eligibility certification processes and maintain reports and tracking for licensing examinations.
• Serve as a resource member on committees and workgroups (including scholarship, student progress, promotion and advancement, and appeals); prepare and manage all associated committee materials, documentation, and communications.

• Leadership & Office Management: Supervise the Assistant Registrar, including assigning responsibilities, training, supporting professional growth, and ensuring effective office operations.
• Support the Assistant Registrar in the administration of visiting student procedures.
• Foster a collaborative work environment that promotes teamwork, personal accountability, and performance.
• Address and resolve complex student inquiries regarding registration and educational records in partnership with the Assistant Registrar.
• Implement best practices to improve operational efficiency, reporting capability, and technology utilization; train staff and faculty on academic systems.

• Other Duties as Assigned: Serve as a notary for the Office of Medical Education.
• Undertake additional tasks, adapt to changing institutional needs, and contribute to special projects to support the goals of the Office of Medical Education and the School of Medicine.

Minimum Qualifications:

• Bachelor's degree or equivalent experience within an institution of higher learning.
• Significant administrative experience working in higher education, with progressive responsibility in registrar or related administrative roles.
• Demonstrated strong interpersonal, organizational, oral, and written communication skills.
• Strong attention to detail, with the ability to establish priorities, manage multiple activities, and ensure timely completion while remaining flexible to dynamic stakeholder needs.
• Able to work independently and problem-solve with minimal guidance, as well as collaborate effectively as part of a team.
• Leadership and supervisory skills, with the demonstrated ability to manage and develop a team.
• Strong analytical skills, including proficiency with creating and maintaining spreadsheets, databases, queries, and reports.
• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from various backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications:

• Master's degree in Higher Education Administration, Educational Leadership, or a related field.
• Experience working within a medical school setting is highly desirable.
• Knowledge of Banner, REDCAP, and various learning management systems.
• Active Notary Commission preferred; otherwise, the position will be required to become a notary within 2 months of employment.

Position will remain open until filled.

VCU is committed to hiring veterans! VCU will include a veteran's period(s) of military service in the calculation of their annual leave accrual rate. This may provide veterans with an increased leave accrual!

Salary Range: $65,000 - $85,000

Benefits : All full-time university staff are eligible for VCU's robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

FLSA Exemption Status: Exempt Restricted Position: No

ORP Eligible: Yes

Flexible Work Arrangement: Fully Onsite (hybrid working arrangements may be available after 3 months)

University Job Title: 3591B - Administrator SS Base

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer