Assistant Registrar

The Assistant Registrar under the direct supervision of the Associate Registrar and the Registrar, is responsible for maintaining all student academic records and other information as it relates to all NYMC colleges and the Touro College of Dental Medicine (TCDM).  Provides leadership in the planning, development, implementation, and promotion of student records and registration functions and initiatives.

The Assistant Registrar responds to general inquiries and requests for all registrar services (e.g. transcript requests, enrollment/degree verification requests, Veterans Affairs verifications, graduation preparations, all aspects of registration/course scheduling, mail requests, grading, etc.), and has primary responsibility for the office email accounts, voicemail & phones.  The Assistant Registrar will interface with outside providers and servicers (Parchment transcript ordering system, Paradigm, AAMC SRS/ERAS/VSAS/MIDUS, FCVS etc.) and update various databases with tracking information.

The Assistant Registrar has a close working relationship with the Registrar in matters of data management and formulating new policies/procedures with regards to Registrar matters. The Assistant Registrar must be able to assess the impact of policy changes on the Registrar’s Office and the college at large and must plan and coordinate the implementation of revised policies and procedures both within the office and externally.  Act as a liaison with academic and student services departments, providing student data and procedural guidance to streamline processes that touch multiple offices. 

The Assistant Registrar assists with commencement activities for NYMC’s annual ceremony, including ordering and distribution of student regalia, diplomas, and tickets and must have an understanding of the overall operation of the registrar’s office and knowledge of its legal guidelines and responsibilities. Assistant Registrar will successfully handle a large and continuous volume of work, involving interrelated functions and processes. The Assistant Registrar will be the office’s point person for student information system training (Banner, Tableau, Portal, etc.) for all schools, including creating and maintaining training documentation.

• Maintain the accuracy of student records, verifying that all data has been properly entered/uploaded in the student information system (Banner).  Update the data as needed to reflect changes in student progress and status.  Provide support to Dean’s offices, Admissions, Program Directors/Advisors, Faculty, and Admin Staff, and liaison with them to correctly process specific student populations, such as new students, cohort programs, and inactive students.
• Coordinate registration process for students, working with Admissions, the Dean’s Office, Bursar’s Office, Financial Aid Office, and Student Affairs.  Create schedule of classes in Banner, support student online and manual registrations, and process add/drop/withdrawals (including SOM lottery).  Ensure that registration information/procedures are updated and consistent on all websites.
• Support faculty grade entry and verification.  Follow up on all outstanding and non-final grades and process grade changes and repeated courses.
• Create and send correspondence to students regarding graduation, registration, academic progress, and follow up on any outstanding issues in a timely way.
• Process requests for services from students and from alumnae of all 4 schools, including a steady volume of certifications and transcript requests.  Update relevant databases.
• Respond to and route e-mail and voicemail coming into the general office inbox.  Track e-mail volume.  Respond to helpdesk tickets promptly.
• Assist with registrar’s office preparations for Commencement, working with internal and external parties on projects such as publication of the Commencement program, cap and gown orders, ticket distribution, diploma orders, etc. Oversee graduation application, degree audit, and degree conferral for students.
• Process student and third-party requests for all registrar office services, for students and alumni from all 4 schools.  Provide friendly and knowledgeable service to all constituents, whether in person, by phone, or e-mail.
• Maintain and archive student records in accordance with FERPA policy and retention guidelines.
• Thoroughly understands College policies and academic regulations and works with staff to consistently apply them. Provides feedback and suggestions to improve office policies and procedures, particularly where the implementation of technology can streamline our services.
• Special projects and additional duties as assigned.
• Report student enrollment status to the National Student Clearinghouse & the Veterans Affairs office.
• Maintain National Board of Medical Examiners database and maintain Step1 & 2 scores in the student information system promptly.  Correspond with students regarding instructions for applying for the exam, verify enrollment and send applications to NBME.
• Process student and third-party requests for all registrar office services, for students and alumni from all 4 schools.  Provide friendly and knowledgeable service to all constituents, whether in person, by phone, or e-mail.
• Provide office support, including supply-ordering, purchase orders, payment vouchers, equipment maintenance, etc.
• Together with the Registrar, Associate Registrar, and other university offices, work on projects related to publications (print and electronic), including website enhancements and catalog text
• Has the authority to act in the absence of the Associate Registrar.
• Oversees modifications to policy and procedure manuals, develops training materials, trains staff, and ensures quality control.
• Functions as lead “data manager” for the Office.  Oversees the integrity and accuracy of NYMC & TCDM student data.  Serves as a principal liaison to Information Systems, outside consultants, Touro colleagues, and academic and administrative offices regarding the data and any data conversions related to student information systems.  Identifies and understands data import problems, interplay/interdependencies of various system tables, and inconsistencies between system and NYMC definitions. Directly maintains certain critical system data, the accuracy of which has a broad impact on other system processes.  Defines, implements, and tests all system upgrades.  Identifies intra- and inter-office policy issues raised by the implementation of an integrated system that require discussion and resolution.  Works with Information Services and end-users to develop additional functionality surrounding the Banner system, in order to meet academic or administrative needs of the four schools.

Education requirement: Bachelor’s degree with at least 4 years experience working in an academic setting, preferably in a Registrar’s Office.  Master’s degree preferred.

Technical/computer skills: A strong background in data management, reporting and extensive experience in relational databases is necessary in this role. A thorough understanding of student information systems and reporting tools as they relate to the work of the Registrar’s Office and the college in general is a necessity.  Intermediate computer skills and knowledge of Microsoft Office Suite (Word, Excel, Access) with the ability to become an advanced user.

Prior experience: Higher education administration experience, preferably in a Registrar’s Office, yielding the following:

• Demonstrated attention to detail and the ability to multi-task in order to meet multiple deadlines. Experience providing helpful and courteous service to various constituencies, preferably in an academic environment.
• Experience overseeing the operational aspects of a fast-paced, service-oriented office.
• An understanding of Registrar’s Office processes, timing, and how they relate to those offices we work closely with.
• Demonstrated ability to build consensus and foster teamwork among a variety of stakeholders.
• Excellent interpersonal, management, and communication skills (written and verbal).
• Forward-thinking, student-centered, and service-oriented approach.
• Highly motivated and organized and upholding a high level of precision in details.
• Use of creative problem solving to address issues and seek resolutions for recurring issues, employing technology where possible.
• Ability to manage multiple tasks with frequent interruptions, set priorities and work independently but also be an effective team leader.
• Prior knowledge of Federal and state reporting requirements and FERPA.

 Physical demands: Able to lift 10-20 pounds, move boxes, carry supplies to various buildings.

Environmental demands:  May need to travel to New York City office once per year, and/or work off campus for special events/conferences.