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. This role requires leadership within the medical school's administrative structure while managing necessary coordination with the Stony Brook University (SBU) Office of the Registrar. The medical school 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, to support institutional goals.

As a solutions-orientated 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 proprieties. A collaborative and forward-thinking senior leader, the candidate will excel at building effective relationships across diverse university constituencies through cultural competence, tact, and diplomacy. They must be an adept mentor capable to fostering a culture of high performance and accountability through demonstrated leadership in team management and cross-departmental collaboration.

With superior analytical and organizational skills, the successful applicant will articulate complex information clearly to all audiences, exercising sound judgement and adaptability to meet the evolving needs of the higher education landscape while upholding the institution's mission and academic principles.

Duties:

Student Academic Records
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. This involves managing access and disclosure of sensitive information while facilitating a student's right to review their own record. 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.

Records include all official student data, including transcripts, admissions files, course registrations, grades, clinical evaluations, academic standing decisions, disciplinary actions, USMLE scores, and residency placements. Process and issue official documents such as transcripts, licensing forms, and enrollment and degree verifications. Key tasks can include recording and updating all academic transactions (such as grades, course changes, LOAs/withdrawals, and degree conferrals) with the SBU Office of the Registrar as well as in CBase to ensure data integrity.

Responsible for the creation and record-keeping associated with Medical Student Performance Evaluation(MSPE) letters.
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. This involves managing access and disclosure of sensitive information while facilitating a student's right to review their own record. 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.

Records include all official student data, including transcripts, admissions files, course registrations, grades, clinical evaluations, academic standing…