Registrar Coordinator I

Title

Coordinator I (Registrar's Office)

Job Classification

R1-B, Non-Exempt

Department Name

Student Affairs


Supervisor

Registrar

Work Arrangement

Hybrid Eligible

California University of Science and Medicine (CUSM) is seeking an organized and service-oriented Coordinator to support the daily operations of the Registrar's Office. Reporting to the Registrar, this role plays an important part in maintaining the accuracy and integrity of student academic records while supporting registration, enrollment, graduation, and student services processes. The Coordinator assists with student record maintenance, registration activities, transcript and verification requests, data reporting, and graduation-related operations. This role also supports key student milestones and events, including Match Day and commencement activities, and serves as the primary point of contact for routine registrar-related inquiries from students, faculty, staff, and alumni. The ideal candidate is detail-oriented, reliable, and focused on customer service, with strong verbal and written communication skills, the ability to handle sensitive information discreetly, and a dedication to accuracy, professionalism, and student support.

This position is available immediately and will remain open until filled. Priority consideration will be given to applicants who submit a resume and cover letter by May 26, 2026, through the application link. The wage range is dependent on education, job-related knowledge, skills, and experience; the budgeted wage range is $23.00 to $25.50 per hour. Applicants must be able to work on campus three days a week.


Position Purpose

Under the direct supervision of the Registrar, the Coordinator provides administrative and operational support for the Registrar's unit, assisting with the maintenance of student academic records, registration processes, and student services. This position supports the execution of registrar functions and ensures the accuracy, integrity, and timely processing of student record transactions in accordance with established institutional policies and procedures. The coordinator serves as a primary operational contact for routine registrar-related inquiries.

Essential Function s

60% Program Support

• Support the Registrar in maintaining student academic records, including processing and filing documentation related to student status changes such as promotions, leaves of absence, withdrawals, dismissals, and academic actions.
• Assist with the AAMC Visiting Students Learning Opportunities (VSLO) process, including application processing and verification support.
• Coordinate the student health insurance yearly open enrollment and work with the controller for invoicing.
• Assist with the coordination and processing of student registration activities, including course enrollment, add/drop transactions, and updates within the student information system.
• Support the collection, entry, and verification of final grades and assist in maintaining accurate transcript data.
• Assist in tracking student progress toward degree completion and support the preparation of graduation-related documentation, including degree audits and certification materials.
• Provide administrative support for the diploma production process, including coordination of orders and preparation activities.
• Provide administrative and logistical support for Match Day and graduation-related activities.
• Support maintenance updates to course and curriculum data within student information systems and assist with course catalog updates.
• Assist in coordinating and tracking clinical onboarding documentation for students.
• Support academic progress tracking and prepare information for review by the Registrar and relevant committees.
• Assist with the implementation of registrar processes and procedures as established by the Registrar.
• Support the Assistant Dean for Student Affairs in the activities of the Student Advancement Committee.

20% Student Support

• Serve as a point of contact for students, faculty, and staff regarding routine registrar services, including registration, academic records, and general processes.
• Process requests for enrollment verifications, transcripts, and letters of good standing in accordance with established procedures.
• Provide general guidance to students on registration timelines, processes, and academic requirements, referring complex issues to the Registrar.
• Respond to student and alumni inquiries and record requests in a timely and professional manner.
• Assist in maintaining accurate student directory and enrollment information.

15% Data Management/Reporting/Compliance

• Assist the Registrar with data collection and preparation for internal and external reporting, such as the LCME, the AAMC, and the National Student Clearinghouse; regularly verify student enrollment with the NRMP; and oversee USMLE Step 1 and 2 registrations.
• Enter, update, and maintain student demographic, enrollment, and academic data in institutional systems, ensuring accuracy and completeness.
• Perform routine data audits and validations to support data integrity and reporting accuracy.

• Support tracking of student enrollment statuses, including leaves, withdrawals, and changes in academic standing, in accordance with established processes. Serve as back up for NSLDS enrollment reporting.
• Assist with the coordination of enrollment of students, including registration, late adds/drops, withdrawals, and leaves, and monitor the status of all students. Follow established procedures to ensure compliance with institutional, state, and federal regulations, including FERPA.
• Provide support with yearly enrollment reporting and auditing, and provide backup support for reporting processes as needed.

5% Other Duties as Assigned.

Required Educational Qualifications


High School diploma or General Education Degree (GED), a minimum of three (3) years' experience in the customer service industry, and one (1) year of experience in a student affairs office environment are required.


Skills and Abilities

• Advanced proficiency in technology and software skills, including Microsoft Office Suite, MS Outlook/Teams, SharePoint, and Adobe Sign.
• Familiarity with the Family Educational Rights and Privacy Act (FERPA).
• Excellent customer service skills.
• Excellent organizational skills and attention to detail to prioritize work assignments.
• Excellent communication skills, including written and verbal acuity.
• Experience and demonstrated skill in project management.
• Ability to apply knowledge of policies to complex individual situations. Develop and implement procedures to ensure compliance in a diverse learning community.
• Ability to maintain confidentiality; ability to recognize sensitive information and handle information with care and tact.
• Ability to use common University-specific computer application programs and productivity software.
• Ability to take initiative and ownership of projects.
• Ability to exercise sound judgment routinely and independently in decision-making.
• Demonstrated experience working independently and as part of a team.
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact.
• Must be available to work a flexible work schedule, including evening and weekend hours.

Preferred Qualifications

• Experience in medical education.
• Familiarity with systems such as AAMC, SRS, VSLO, or similar platforms.

Other Requirements

Items Used

Standard office equipment, including computer, printer/copy machine, postage machine, and telephone.


Physical Requirements

• Sit: Constantly
• Stand: Frequently
• Walk: Frequently
• Bend: N/A
• Squat: N/A
• Climb: N/A
• Crawl: N/A

Mental Requirements

• Read/Comprehend: Constantly
• Write: Constantly
• Perform Calculations: Constantly
• Communicate Orally: Constantly
• Reason and Analyze: Constantly

Environmental Requirements

• Is exposed to excessive noise: No
• Is around moving machinery: No
• Is exposed to marked changes in temperature and/or humidity: No
• Drives motorized equipment: No
• Works in confined quarters: No
• Dust: No
• Fumes: No

Disclaimer:

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.


FLSA Status: Non-Exempt

Job Description Preparation Date: April 2026

Equal Employment Opportunity Statement

We are an Equal Employment Opportunity employer committed to providing equal opportunity in all of our employment practices, including selection, hiring, assignment, re-assignment, promotion, transfer, compensation, discipline, and termination. CUSM prohibits discrimination, harassment, and retaliation in employment based on race; color; religion; genetic information; national origin; sex (including same sex); sexual orientation; gender identity; pregnancy, childbirth, or related medical conditions; age; disability or handicap; citizenship status; service member status; or any other category protected by federal, state, or local law.