Assistant Registrar

The Lake Erie College Of Osteopathic Medicine; Bradenton (FL); On-site; USD 42,000 - 62,000; Full time

Job summary

The Lake Erie College of Osteopathic Medicine (LECOM) invites applications for an Assistant Registrar in Bradenton, FL. The role provides critical support to the Registrar and Student Affairs by organizing and maintaining all student records across Medical, Pharmacy, Dental, and SHSA programs, while ensuring FERPA privacy and HIPAA compliance.

Responsibilities include processing verifications, maintaining residency databases, preparing reports, and assisting with graduation activities.

Qualifications

• Requires a Bachelor's degree or equivalent; experience in education records preferred.
• Strong data entry and MS Office skills; attention to detail essential.
• Familiarity with FERPA and HIPAA confidentiality requirements.

Responsibilities

• Maintain and update student records across Medical, Pharmacy, Dental, and SHSA programs.
• Process verifications of enrollment, eligibility, and graduation for students.
• Assist in preparing annual reports and rosters for departments and programs.
• Respond to staff and faculty requests for academic information and rosters.

Skills

MS Office Suite

Data entry

Confidentiality

Organizational skills

Time management

Education

Bachelor's degree or equivalent

Job description

JOB SUMMARY

The Assistant Registrar provides support to the Registrar by organizing and managing all activities related to the Student Affairs department, including serving as support to the official authorized keeper of the Institutions student records. In addition, the Assistant Registrar is responsible for supporting the Registrar in compliance with the Family Educational Rights and Privacy Act.

CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES

• Promotes and preserves the mission of LECOM;
• Acts as administrative representative with faculty, staff and visitors in a professional, friendly manner at all times;
• Maintains confidentiality, professional appearance and pleasant demeanor;
• Respond to student/alumni requests for academic record information;
• Assist in maintaining and updating all student records: Medical/Pharmacy/Dental/SHSA;
• Process verifications of enrollment/eligibility/graduation for current and graduated students;
• Process licensure documents for current and graduated students;
• Assists in preparing/maintaining Off Schedule tracking records and reports for all programs;
• Respond to staff / faculty requests for rosters, reports & student academic information;
• Assisting in chairing off schedule tracking meeting for DO program on a monthly basis;
• Assist in preparing agenda /minutes for student status meeting for Pharmacy program on a monthly basis;
• Verify/maintain Florida Residency database for all programs every semester;
• Review courses for all programs: Medical/Pharmacy/Dental/SHSA every semester;
• Assist in registering students in courses every semester
• Assist in processing final grades for all programs and maintain remediation tracking records/payments for all programs every semester;
• Assist in calculating/recording Class Rank and prepare/present post graduate training for all students every semester;
• On an annual basis act as the ERAS Coordinator/Processor for Bradenton campus, prepare/record Post graduate education information and process ERAS Fellowship documents for alumni;
• During graduation and Commencement obtain graduation clearance preparation/reports, supply program information to communications department, prepare letters for late graduates-All Programs, prepare VISA letters for foreign visitors, prepare/mail grade reports, calculate/record Class Rank in a timely fashion and order/proof all diplomas;
• Verification of legal name for all matriculated students;
• Assist with events such as Open House, White Coat, Commencement;
• Assist in preparing annual reports for the following: Florida Department of Education Inspection, Annual Gender Report (for Facilities department), AACOM Quick Annual Survey, AOA Annual Roster Update, AACOM Annual Questionnaire Report-Enrollment and Post Graduate Education sections, AACP Annual Enrollment Report and AMA Physician Masterfile Report;
• Contribute directly to the Mission of LECOM embodying the essence of Osteopathic Principles and Practices by assisting with Institutional fundraising and participating in the LECOM Scholarship Auction;
• Participate in scholarly activity so to enrich and broaden the student learning experience;
• Commit to being a representative of LECOM by being actively involved in the community, including, but not limited to, serving on Boards, participating in community fundraisers and overall outreach; and
• Accept other duties assigned/needed for the Institution’s needs.

KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

• Strong computer literacy with MS Office Suite (Word, PowerPoint, Excel...etc.) and accurate data entry skills;
• Enthusiastic, good sense of humor, and a professional positive attitude;
• Excellent understanding of the admissions process and a demonstrated ability to market and promote professional programs in healthcare administration, medicine, pharmacy, and dentistry;
• Willingness to maintain an established work schedule;
• Adherence to all local, state, federal laws and LECOM policies and procedures;
• Ability to organize and prioritize work assignments and meet deadlines;
• Knowledge of pertinent laws, policies / procedures and/or guidelines affecting areas of responsibility;
• Ability to be self-reliant and follow instructions;
• Sound decision-making capabilities and the ability to work independently and as directed by the Institutional Director or his/her designee;
• Willingness to assume responsibility; initiate appropriate action; and maintain confidentiality;
• Knowledge of and ability to maintain confidentiality of patient (HIPAA) and student privacy (FERPA);
• Compliance with State and Federal Regulations and Safety Protocols (OSHA);
• Ability to be trained and certified on the Institutional Data System;
• Effective use of interpersonal and communications skills, including tact and diplomacy;
• Effective use of organizational and planning skills, including attention to detail and follow-through;
• Time management skills in assessing and prioritizing multiple tasks, projects, and demands;
• Willingness to maintain confidentiality of work-related information and materials;
• Establishing and maintaining effective working relationships;
• Willingness to be flexible and accept other duties needed/assigned; The ability to work cooperatively and collegially with others, consistent with a workplace of dignity and respect in compliance with EEO rules and regulations;
• The ability to report to work as scheduled, ready to devote full attention and energy to the important work of LECOM; and
• The ability to accept work directives from managers and supervisors in a respectful and cooperative manner.

MINIMUM QUALIFICATIONS

Education and experience equivalent to: a Bachelors’ Degree and previous educational or similar experience preferred.

The Lake Erie College of Osteopathic Medicine offers challenging, enjoyable, and rewarding positions as faculty and staff at our campuses in Erie and Greensburg, Pennsylvania; Elmira, New York; and Bradenton, Florida.

Each employee contributes directly to LECOM’s growth and success and takes pride in being a member of the LECOM family. Employees embrace the osteopathic principles of compassionate and caring primary health care and serve as professional role models for LECOM students.

We are very excited to welcome you to our vibrant and engaging work culture, where you can grow, develop, and share your talents. We look forward to your personal contribution to LECOM’s mission of excellence in education, research, clinical care, and community service. You will find that we provide a highly productive and energetic workplace, with unlimited opportunities for personal satisfaction and career advancement. We are confident that LECOM is a great place to work!

LECOM offers competitive wages and benefits. EEO/AA/M/F/Vets/Disabled

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