SOM Registrar

SOM Registrar

Required Qualifications (as evidenced by an attached resume):

• Bachelor's Degree (foreign equivalent or higher).
• Five (5) years of full‑time experience in higher education, with at least Three (3) years of the experience being in a medical school or health professions education setting in student affairs.
• In‑depth knowledge of FERPA and other relevant federal and state regulations pertaining to student records.
• Expertise in Student Information Systems (SIS) (e.g. CBase, People Soft).
• Proficiency in Microsoft Office 365 (Work, Excel, PowerPoint, Outlook, Teams).

Preferred Qualifications:

• Familiarity with LCME accreditation standards and reporting requirements for medical schools.
• Experience with Team Dynamix and SUNY Business Analytics (BI and FMS).
• Experience with AAMC systems such as ERAS, SRS, and VSLO.

Brief Description of Duties:

This position is responsible for managing all student academic records, ensuring policy compliance, and overseeing all registrar‑related operations for the medical school, adhering to guidelines set by the AAMC and our accrediting body, the LCME. It requires leadership within the medical school’s administrative structure while coordinating with the Stony Brook University (SBU) Office of the Registrar. The registrar oversees student enrollment, academic records, and graduation processes from matriculation to graduation.

The ideal candidate is a seasoned leader with a steadfast commitment to student‑centered service and a sophisticated understanding of academic operations, specifically within graduate or professional degree programs. They possess deep expertise in academic records management and the capacity to interpret complex regulations, including FERPA, within a high‑pressure environment. Technical proficiency is essential, including mastery of Student Information Systems, Microsoft 365, and the ability to implement emerging technology solutions, such as AI.

As a solutions‑oriented professional, they have a proven track record of driving process improvements and technology integration while maintaining meticulous attention to detail and accuracy across multiple competing priorities. A collaborative and forward‑thinking senior leader, they will excel at building effective relationships across diverse university constituencies through cultural competence, tact, and diplomacy. They must be an adept mentor capable of fostering a culture of high performance and accountability through demonstrated leadership in team management and cross‑departmental collaboration.

Duties:

Implement best practices for the retention, archiving, and destruction of academic records, adhering to legal, institutional, and AAMC guidelines. Uphold strict confidentiality in compliance with federal law (FERPA) and institutional policies. Act as the official custodian of all medical student academic records (current and alumni), ensuring their accuracy, completeness, integrity, and confidentiality from initial enrollment through graduation and beyond.

Direct and oversee all aspects of student enrollment, registration, progression, and graduation for the medical school. Manage the official academic calendars and course catalogs and coordinate session codes with the SBU Office of the Registrar to ensure cross‑campus record synchronization. Manage all student registration processes, including course lotteries, processing waitlist requests, and overseeing the administration for the Visiting Student Learning Opportunities (VSLO) program.

Monitor USMLE applications and provide weekly updates to deans. Ensure the satisfactory academic progress of students by monitoring enrollment periods, tracking tuition liability deadlines, and processing academic standing decisions. Support fourth‑year students through the residency application process, act as NRMP School Administrator, and manage transfer of data to residency application services (ERAS, SF Match, Residency

CAS, Military). Maintain oversight of dual‑degree students and students in the 3

YMD Program. Responsible for the degree conferral process and graduation…