Medical Education Registrar

Job Description

Under the general direction of the Office of Medical Education, performs a variety of duties and responsibilities related to medical education registration involving medical education learner onboarding and off-boarding, scheduling, and creating and maintaining learner electronic files. In all, the medical education registrar is expected to be a strong and creative administrator, capable of working collaboratively with faculty, staff, coordinators, and learners and someone who knows how to use the expertise and resources of the department to serve all those involved.

This position also requires proper handling of confidential information, exceptional professional etiquette, and high-quality customer service.

• Creates and maintains Smartsheet sheets, reports, workflows, and dashboards for registration system.
• Monitors and optimizes Smartsheet solutions to improve efficiency and accuracy of registration system.
• Serves as an expert resource for Smartsheet and Request Access System (RAS), the registration management systems.
• Develops and implements everyday Smartsheet logistics, related policies, procedures and processes, which include management of registration and learner rosters.
• Ensures all required registration documentation and information in the learner management systems meets regulatory requirements, good documentation practices, and is stored in a manner that can be retrieved quickly and efficiently when needed during daily operations and during inspections.
• Investigates and resolves any data or system inconsistencies or discrepancies.
• Partners with Information Technology Services on the maintenance and development of learner information systems.
• Anticipates problems prior to occurrence and independently finds and implements solutions.

• Manages all aspects of development, coordination and administration of onboarding and off-boarding process for incoming, renewing, and graduating medical students, residents and fellows.
• Ensures all coordinators and learners have submitted the needed documentation for learner registrations.
• Tracks and updates new, returning and graduating learner records in the registration management systems continuously.
• Tracks and updates new and returning learner schedules in the registration management systems continuously.
• Communicates directly with learners and coordinators, as needed, about issues related to their registration and/or schedule.
• Facilitates collection of learner privileges and enters learner approved privileges into institution's online privilege system.
• Serves as a liaison between the department and learners, coordinators, and site directors regarding learner registrations and records.
• Corresponds with learners regarding registration and cancelation of technology training courses.
• Coordinates badging and parking privileges.
• Troubleshoots and resolve all records and registration concerns.

• Collaborates with colleges and universities to obtain new and renewing contract affiliation agreements for learner placement in collaboration with clinical leadership and the legal department.
• Monitors and tracks affiliation agreement statuses and reports pending expirations to leadership semi-annually.

• Develops and generates statistic reports for management and advises leadership of action required based on the reports.
• Assist in the preparation of reports for internal and external audits.
• Completes quarterly compliance reviews of registration documentation, procedures and policies.

• Develops registration guidelines for administrative staff to ensure accurate and knowledgeable use of the registration system.
• Develops, recommends and implements administrative and operational protocols for department.
• Creates, maintains and updates departmental training materials and job aids.
• Trains other departmental staff who interact with the registration management systems.
• Hosts meetings in order to educate program coordinators on onboarding and off-boarding procedures.
• Performs other duties as assigned.

• Associate’s degree required, bachelor’s degree preferred with 5 years progressively increasing experiences directly related to the duties and responsibilities specified, or equivalent.

• Smartsheet
• Microsoft Windows operating system, intermediate to advanced skills in Microsoft Word, Power Point and Excel.
• Process improvements relevant to the learner records and registration documentation.

• Strong data entry and data management experience/skills
• Excellent interpersonal communication
• Ability To:
• Support for the mission, values and goals of the organization through behaviors that are consistent with the Connecticut Children’s standards
• Perform any functions deemed necessary for the successful attainment of Connecticut Children’s strategic objectives. Work effectively with all levels of organization; understands and applies knowledge of…