Registrar - Student Records

Lake Erie College of Osteopathic Medicine; Bradenton (FL); Hybrid; USD 45,000 - 65,000; Full time

Job summary

Lake Erie College of Osteopathic Medicine seeks a Registrar to lead the student affairs activities and to serve as the official keeper of student records. The role ensures compliance with FERPA and related privacy laws while supporting admissions and program-related record-keeping.

The Registrar will coordinate on-campus visitation, respond to student and alumni requests, and maintain all program records across Medical, Pharmacy, Dental, and MHSA.

Qualifications

• Bachelor's degree required; 2–5 years at a postsecondary educational institution or equivalent experience preferred.
• Experience handling student records and working with Banner or similar educational software is highly preferred.
• Ability to maintain confidentiality and adhere to FERPA/HIPAA and related laws.

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.
• Plans and coordinates on-campus visitation and special recruitment programs.
• Respond to student/alumni requests for academic record information.
• Maintain and update all student records: Medical/Pharmacy/Dental/MHSA;
• Process verifications of enrollment/eligibility/graduation for current and graduated students;
• Process licensure documents for current and graduated students;
• Prepare/ maintain Off Schedule tracking records and reports for all programs;
• Respond to staff / faculty requests for rosters, reports & student academic information;
• Prepare reports and chair Off Schedule Tracking meeting for DO program on a monthly basis.

Skills

MS Office

Data entry

Attention to detail

FERPA knowledge

HIPAA knowledge

Professionalism

Organizational skills

Education

Bachelor's Degree

Experience in higher education

Tools

Banner

Job description

JOB SUMMARY

The Registrar provides leadership to plan, organize and manage all of the activities related to the student affairs department, including serving as the official authorized keeper of the Institutions student records. In addition, the Registrar is responsible for compliance with the Family Educational Rights and Privacy Act.

CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES

The following are a list of exercises that may be required as a member of the staff from time to time:

• 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;
• Plans and coordinates on-campus visitation and special recruitment programs;
• Respond to student/alumni requests for academic record information;
• Maintain and update all student records: Medical/Pharmacy/Dental/MHSA;
• Process verifications of enrollment/eligibility/graduation for current and graduated students;
• Process licensure documents for current and graduated students;
• Prepare/ maintain Off Schedule tracking records and reports for all programs;
• Respond to staff / faculty requests for rosters, reports & student academic information;
• Prepare reports and chair Off Schedule Tracking meeting for DO program on a monthly basis;
• Prepare agenda /minutes for Student Status Meeting for Pharmacy program on a monthly basis;
• Verify/maintain Florida Residency database for all programs every semester;
• Prepare, submit and enter courses for all programs: Medical/Pharmacy/Dental/MHSA every semester;
• Register students in courses, process final grades for all programs and maintain remediation tracking records/payments for all programs every semester;
• Prepare/mail Grade Reports, calculate/record Class Rank and prepare/present post graduate training for OMS I, OMS II, OMS III 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;
• Prepare 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

Must possess required knowledge and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• 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 is required. Aminimum of two to five (2-5) years’ of experience at a postsecondary educational institution or equivalent related experience required. Experience handling student records and working with Banner or similar educational software is highly 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 you will agree that LECOM is a great place to work!

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

U. S. Patents 7,080,057; 7,310,626; 7,558,767; 7,562,059; 7,472,097; 7,606,778; 8,086,558 and 8,046,251.