Associate Program Manager for Academic Record Services

Job Posting

Title:

Associate Program Manager for Academic Record Services-Hiring Department:

Department of Medical Education-Position Open To:

All Applicants-Weekly Scheduled

Hours:

40-FLSA Status:

Exempt from FLSA-Earliest

Start Date:

Immediately-Position Duration:

Expected to Continue
- Location:

UT MAIN CAMPUS-Job Details:

General Notes:

The Associate Program Manager for Academic Records Services helps to maintain the integrity, security, and compliance of academic records across the medical school’s educational and training programs. This role helps to ensure accurate maintenance of student records, including enrollment, transcripts, certifications, grade submissions and changes, and licensure documentation. Reporting to the Manager of Student Affairs or the Associate Dean of Student Affairs, this role collaborates closely with Medical Education staff in curriculum, assessment, student affairs, compliance, IT, and the university registrar’s office.

This role also supports accreditation and regulatory audits.

JOB SUMMARY The Associate Program Manager supports the planning, coordination, and monitoring of programs within a designated department that advance the medical school’s mission and operational objectives. This role assists with program activities, tracks progress, and ensures alignment with departmental and organizational priorities. The Associate Program Manager works under the guidance of a Program Manager or Director and collaborates with project teams, administrative staff, and other stakeholders within the department to deliver high-quality outcomes.

Responsibilities:

Supports Program Planning and Coordination Supports the planning, execution, and evaluation of Academic Record Compliance, including adherence to FERPA, HIPAA and LCME accreditation standards.

Helps coordinate transcript processing, enrollment verification, and licensure documentation.

Assists with auditing records for accuracy and completeness.

Assists with record retention and destruction and the policies overseeing those functions.

Works collaboratively with records staff on course registration and scheduling, including catalog development, schedule management, registration adjustments, and coordination for visiting and off-site learners.

Supports the grade submission process, as well as enrollment and grade changes to central registrar.

Collaboratively tracks deadlines and milestones and ensures timely completion.

Supports the processing and recording of all forms regarding student enrollment, Leaves of Absence, changes in class status, and post-graduation documentation needed for graduates to obtain licenses.

Supports records systems and technology including ensuring data security and backup protocols; troubleshooting system issues with Dell Med HIVE Tech; implementing upgrades and new features; and helping training users on system functionality.

Assists with the oversight of the Student Information System, including driving innovation, process improvements, and efficiencies.

Supports the planning, coordination, and evaluation of Academic Records programs and processes, ensuring compliance with FERPA, HIPAA, LCME accreditation requirements, and institutional policies.

Coordinates transcript processing, enrollment verification, licensure documentation, and related records activities to support student and graduate progression.

Assists with audits and quality reviews of academic records to ensure accuracy, completeness, and regulatory compliance.

Supports records retention and destruction programs and monitors adherence to applicable policies and procedures.

Collaborates with records and curriculum stakeholders on course registration, scheduling activities, catalog updates, and coordination for visiting and off-site learners.

Coordinates enrollment and grade change processes, including submission and reporting activities with the central registrar.

Tracks key deadlines, milestones, and deliverables related to academic records operations and compliance requirements.

Supports the processing and documentation of student enrollment actions, leaves of absence, class status changes, and graduate licensure-related records.

Assists with…