Senior Associate Registrar for Medical Programs

University of New England

Portland, ME

ID: 7245689
Posted: May 17, 2024
Application Deadline: Open Until Filled

Job Description

The Senior Associate Registrar for Medical Programs works within The University of New England’s (UNE) centralized University Registrar’s Office ( to develop and deliver services and programs related to the maintenance of permanent records, registration, grading, academic policies, verifications, graduation, and records management for students and Alumni at the UNE’s College of Osteopathic Medicine (UNE COM) and with the UNE Physician Assistant (PA) program in accordance with standards of the Accreditation Review Committee on Education for Physician Assistant (ARC-PA). Additionally, the Senior Associate Registrar will be required to use multiple database systems, both internal and external, for UNE COM and the UNE PA program.

UNE Overview
UNE is Maine’s largest private university, with two beautiful coastal campuses in Maine, a one-of-a-kind study-abroad campus in Tangier, Morocco, and an array of flexible online offerings. In an uncommonly welcoming and supportive community, we offer hands-on learning, empowering students to positively impact a world full of challenges. We are the state’s top provider of health professionals and home to Maine’s only medical and dental colleges, other interprofessional aligned health care programs, and nationally recognized programs in the marine sciences, the natural and social sciences, business, the humanities, and the arts.

Benefits Overview
Expected pay is $70,000, with total compensation ranging from $89,676 to $103,468 depending on the selected medical and dental plans.

As an employee of UNE, you will enjoy a comprehensive benefits package. This includes a variety of health and dental plans, a retirement plan with up to an 8% match, extensive paid leave (including holidays, vacation, sick and personal time), and educational benefits. For more information about these fantastic benefits, please visit the Human Resources Benefits site ( .

Flexible Work
This role will primarily be based on the Portland Campus, with some initial orientation and training on the Biddeford campus. After an initial 6-month review and training period, you may have the opportunity to work in a hybrid flexible work arrangement though if granted, you must be able to attend meetings and regularly scheduled days on the Portland or Biddeford campus. Some travel between campuses may be required.
Works within a centralized University Registrar’s Office, collaborating with other Assistant/Associate Registrars and reporting directly to the University Registrar.
Maintain students’ official academic records, interpret guidelines and policies regarding student records, and communicate effectively with students, staff, and faculty regarding this position.
Maintains/works with internal and external database systems as required by the Commission on Osteopathic College Accreditation (COCA), the American Association of College of Osteopathic Medicine (AACOM), the Association of American Medical Colleges (AAMC), and the National Board of Osteopathic Medical Examiners (NBOME).
Maintains/works with internal and external database systems, including but not limited to Banner 9 SSB and INB, New Innovations residency management software, Medicat Immunization tracking software, Electronic Residency Application Service (ERAS), National Residency Matching Program (NRMP), Early Match Databases, Hyland OnBase, CourseLeaf catalog and scheduling specific software (CAT and CLSS), and DegreeWorks.
Serves as the representative to the University Registrar’s Office to ensure compliance with university policies and the Family Educational Rights and Privacy Act (FERPA) to ensure medical students’ courses and PA students’ courses, enrollment, graduation, biographical data, and verification process are in accordance with the university systems, AAMC, AACOM, ARC-PA, and medical school databases.
Collaborate with UNE COM Administration to facilitate the Visiting Student Learning Opportunities (VSLO) program, including verifying standing, confirming accurate documentation is received, verifying that application requirements are satisfied, verifying student enrollment, and all other procedures for visiting students to comply with placement.
Collaborate with the UNE COM Administration to facilitate the preparation of the Medical Student Performance Evaluation (MSPE), enrollment in the Electronic Residency Application Service (ERAS), and certification of eligibility for residency matching services, including the National Residency Match.
Engage with UNE COM Administration to maintain college-specific curricula requirements/needs while ensuring compliance with UNE University-specific policies.
Engage and master the curricula and academic policies of the medical school in collaboration with the UNE COM’s Department of Clinical Education, Department of Academic Affairs, Department of Recruitment, Student and Alumni Affairs, and the Assistant/Assoc Registrars in the University Registrar’s Office.
Manage and update course catalogs to be published using CourseLeaf Catalog for UNE COM and the UNE PA Program.
Coordinate course registration, student enrollment changes (add/drop/withdraw), grade collection, and recording of final grades and student performance evaluations for UNE COM and the PA Program. Communicate/coordinate with Student Financial Services/Student Financial Aid when enrollment changes may financially impact students.
Maintain, review, and edit student records through the graduation check process to certify graduation requirements for DO and master’s degrees awarded. This includes auditing for duplicate course enrollment, grade verifications, and coordinating with advisors when needed to ensure graduation requirements are met for medical students.
Produce and maintain process documentation for creating the academic calendar for UNE COM and the UNE PA program.
Ensure successful completion and ongoing support of required College of Osteopathic Medicine compliance and reporting to external agencies, including generating academic transcripts, enrollment reports, letters of good standing, and class statistics reports; collecting and entering NBME scores; and completing verifications of education for medical students and alums as related to licensure.
Facilitate collaboration, education, and process improvement between the College of Osteopathic Medicine enrollment services team and the University Registrar’s Office regarding student enrollment in the student information system (Banner) and tracking medical student rotations and Fellowships.
Support and oversee process improvement within the UNE COM and the PA Program enrollment operations.
Other duties as assigned.
Bachelor’s degree from a regionally accredited institution plus a minimum of three years of relevant Registrar’s Office experience or a combination of education and experience from which comparable knowledge and skills are acquired.
Graduate degree preferred
Registrar’s Office experience within a medical school preferred.
Experience with Ellucian Banner or other student information systems (Ellucian Colleague, Jenzabar, Peoplesoft, Workday, etc.) is preferred.
Demonstrated proficiency in using the Microsoft Office Suite, particularly in Excel.
Ability to collect, verify, and report data; ability to make procedural decisions or judgments on sensitive, confidential issues while complying with FERPA; ability to coordinate multiple tasks simultaneously in a high-pressure environment; ability to strategize and to be detail-oriented; ability to effectively communicate with a wide range of individuals and constituencies in a diverse community.
EEO Statement Summary
Consistent with federal and state law and University policy, the University of New England is committed to the fundamental concept of equal opportunity for all of the members of the University community. The University prohibits, and will not tolerate, discrimination in employment, the provision of academic services or in any other area of University life based on race, color, sex, physical or mental disability, religion, age, ancestry, national origin, sexual orientation, gender identity and/or expression, ethnicity, genetic information, HIV status, or status as a veteran. Prohibited bias factors should not motivate decisions regarding students, employees, applicants for admission, applicants for employment, contractors, volunteers or participants in and/or users of institutional programs, services, and activities.
COVID Vaccination Statement (PLEASE NOTE)
Employees in clinical settings must meet the State of Maine’s immunization requirements for clinical activity.