Registrar, Cooper Medical School of Rowan University

The primary role of the CMSRU registrar is to maintain the permanent records and documents that pertain to each matriculated student’s progress through medical school, including former medical students.

Documents and Records:

The CMSRU registrar is responsible for maintaining documents that preserve the institutional memory of a school.

• Maintain, interpret, and implement university, state, and federal guidelines and policies regarding student records

• Establish policies for access to student academic records in accordance with the Federal Educational Rights and Privacy Act (FERPA)

• Serve as the official school representative regarding student records

• Maintain and prepare student directory information in Banner

• Receive and record final course grades and student performance evaluations

• Maintain and distribute each matriculated student’s official academic record/transcript

• Process current student verifications, residency onboarding documents, student alumni documents and forms, and medical licensure

• Serve as the official school representative for designated internal and external student databases

• Certify all students have met institutional graduation requirements; process awarding of diplomas

• Certify graduates in the Association of American Medical Colleges (AAMC) Student Records System (SRS) and National Board of Medical Examiners (NBME) databases

Enrollment:

The CMSRU registrar is responsible for coordinating medical student registration and enrollment.

• Facilitate course registration and distribute grade rosters

• Maintain official documents pertaining to student promotion, disciplinary actions, change of alternative enrollment statuses, extended curricular programs, withdrawals, and other changes affecting student status and/or enrollment

• Report and update AAMC enrollment records in the AAMC SRS

• Collaborate with the Rowan University Registrar Scheduling Team each semester to prepare courses for registration

• Coordinate with the CMSRU Assessment Team to process student grades and update the corresponding Progress IQ database

• Collaborate with the Rowan University Bursar and CMSRU Financial Aid Services to facilitate approved billing adjustments for students enrolling in an alternate curricular status

• Coordinate with the CMSRU Education Coordinators to register students for appropriate coursework and educational plans for students enrolled in alternate curricular statuses

• Other duties as assigned

Visiting Student Coordination:

• The Registrar is responsible for managing the Visiting Student Learning Opportunities (VSLO) services of the AAMC for CMSRU students for away electives

• Maintain a shared database with the Office of Medical Education (OME) M4 Coordinator

• Update all materials posted in the VSLO system for CMSRU students planning elective rotations; review and release VSLO applications

• Coordinate with the OME M4 Coordinator for students rotating/visiting at Cooper University Health Care (CUHC), and verify eligibility for visiting students in the VSLO database

• Collaborate with Rowan University General Counsel to complete and track required affiliation agreements for elective rotations

ERAS/Residency Application Platforms: Electronic Residency Application Service (ERAS®) is a service that transmits applications, letters of recommendation (LORs), Medical Student Performance Evaluations (MSPEs), medical school transcripts, United States Medical Licensing Exam (USMLE), transcripts, and other supporting credentials from applicants and their designated Dean's Office to program directors.

• Enter all student's contact information in ERAS

• Monitor activity with ERAS including the assurance that all students meet due dates

• Upload transcripts and other required documents

• Update internal Match Database; prepare match results for student and institutional record

• Communicate with students regarding USMLE Step 1 and Step 2 registration and requirements

• Provide information and facilitate presentations to students regarding the Match application process and requirements

• Provide oversight of residency match deadlines to ensure students meet all applicable requirements regarding registration and document upload

• Monitor multiple residency specialty platforms and applications; upload necessary student documents to these platforms and applications

National Resident Matching Program-R3/Other Residency Matching Platforms:

• Monitor activity to ensure all students are registered as necessary in the R3 Program and all other matching platforms; certify rank lists

• Facilitate reports for Residency Match and Supplemental Offer and Acceptance Program (SOAP)

• Participate in presentations to students regarding ERAS and the R3 system

  Experience:

• Five years of experience working with students as a Registrar

• Interpersonal skills and the ability to deal with students, faculty, and staff professionally and confidentially

• Strong computer skills in the area of data entry and database management

• Knowledge of Microsoft Word and Excel

• Experience with Banner preferred

• FERPA expertise

• Preferred experience as a medical school or graduate/professional school Registrar

Qualifications:

• Capable of handling multiple demands on an ongoing basis while maintaining flexibility and adaptability

• Advanced organizational skills and attention to detail

• Proven ability to work well in a confidential fast-paced environment

• Must be able to communicate, interact, and work effectively with students, faculty, staff, and external constituencies

• Ability to work with the Registrar’s Office at Rowan University

Degree Requirements:

• Bachelor’s degree required

• Master’s degree preferred

Salary: Competitive