Academic Coordinator - Office of Student Services/Registrar

Baylor College of Medicine

Houston, TX

ID: 7057736 (Ref.No. 282195DP)
Posted: June 14, 2019
Application Deadline: Open Until Filled

Job Description

The Academic Coordinator reports to the Registrar. Registration:

  • Set up and manage registration for students in foundational sciences electives, research electives, non-clinical advanced electives, and clinical elective courses. Manages/schedules elective registration for BCM students.
  • Manages/Schedules registration for visiting students.
  • Process registration for pathway and dual degree electives.
  • Weekly communication and reminders with students and staff regarding processes.

Visiting Students:

  • Manages the Visiting Student Learning Opportunity platform for all visiting student applications.
  • Ensure all training modules are completed for visiting students on a monthly basis.
  • Coordinates visiting student's enrollment with departments.
  • Set up and manage visiting student orientation on a monthly basis.
  • Ensure all visiting students have made the proper payments to attend BCM including malpractice insurance and OHP fees, etc.
  • Creates documentation for scheduling for all away electives.
  • Weekly communication and reminders with students and staff regarding processes.
  • Process all verification requests through AAMC-VSLO system.
  • Develops and maintains databases for visiting students.
  • Coordinates with various offices for visiting student documentation (ISO, OHP, HR, etc.).


  • Communicate with all students (BCM and visiting) regarding registration schedules of all electives.
  • Communicate with faculty and department coordinators regarding elective, selective and sub-specialties registration, students, grading procedures for all students (BCM and visiting).
  • Train faculty/staff on the elective registration process as well as on the visiting student platform.

General duties:

  • Generic records work.
  • Assist in the degree audit of graduating students for medical students.
  • Maintain updates to the electives web catalog on the public website and VSLO.
  • Initiate and complete affiliation agreements for students going on away rotations.
  • Coordinates elective call for availability each semester for registration set up.


  • Assists in aggressively manages/tracks grades and evaluations for all students (BCM and visiting); Enter grades into the student information system in a timely manner.
  • Setup of Master Courses/Offerings in the student information system.
  • Accurately enters grades into the student information system.
  • Prepares grade sheets and rosters for electives.

Ad Hoc:

  • Provides student assistance with access to files and copies of documents.
  • Medical School Elective Sub-Committee.
  • Cross train in all areas within the Office of the Registrar.
  • Responsible for testing system functions for new process implementation.


  • Bachelor's degree. Four years of related experience may substitute for degree requirement.
  • One year of relevant experience.



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