Registrar, School of Medicine

Job Competency

• Change Management
• Collaborative Decision‑Making
• Holistic & Systemic Thinking

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.

• 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.
• 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…