Assistant Director of Records & Registration or Record & Registration Coordinator

University of Maryland•Baltimore, MD

8d•$62,000 - $72,000•Onsite

About The Position

The University of Maryland, Baltimore School of Medicine (UMSOM) is seeking a Registration & Records Coordinator or Assistant Director of Records & Registration in the Office of Student Affairs (OSA). This role requires proven experience with Ellucian’s Banner product or a similar registration application platform, strong attention to detail, efficiency, and a customer-focused approach. The position involves data entry into various systems, with the potential for automation. Key responsibilities include managing the course catalog, assisting with student scheduling and registration, processing add/drop requests, ensuring timely grade uploads, and collaborating closely with the campus Registrar’s office. The role also involves addressing student inquiries and resolving issues related to account holds that may impact registration status. The position provides administrative oversight and resolution for matters concerning registration, scheduling, records, clinical placement, and account holds, utilizing independent judgment and analytical thinking. It contributes to the development and evaluation of office goals and objectives, ensuring legal and policy compliance, and may manage processes or projects independently. The role works closely with Office of Student Affairs deans, staff, and students, and reports to the Director of SOM Student Financial Planning. This position requires specialized knowledge and skills, with limited supervision.

Requirements

Proven experience using Ellucian’s Banner product for student registration and course scheduling or a related registration application platform.
Quick learner, strong attention to details, efficient, and customer focused.
Experience working with complex data systems is required.
Bachelor's degree.
Two (2) years of experience in academic records and registration experience (for Coordinator role).
Five (5) years of experience in academic records and registration experience (for Assistant Director role).
Knowledge of both the technical operational aspects of systems used by the Office of the Registrar (for Assistant Director role).
Knowledge of data manipulation tools, reporting, and data integrity required.
One (1) year of direct supervision or responsibility for training, work coordination, and monitoring work of others (for Assistant Director role).
Clery act designated job as campus security authorities (CSA) member and will comply with Clery Act requirements.
Ability to apply entry level knowledge, concepts, principles, and administrative skills (for Coordinator role).
Ability to apply intermediate level knowledge, concepts, principles, and administrative and academic record keeping skills (for Assistant Director role).
Decision making occurs within defined parameters.
Ability to work with defined assignments, expectations, and deadlines making decisions within parameter of the job.
Ability to define assignments, expectations, and deadlines.
Demonstrates initiative and discretion to resolve routine and non-routine matters.
Knowledge of position academic record maintenance requirements.
Knowledge of all applicable requirements, regulations, and laws.
Skill in effective use of applicable technology/systems.
Ability to effectively communicate both verbal and written thoughts, ideas, and facts.
Ability to work cooperatively with others and independently.
Ability to demonstrate, understand, apply, and adhere to the UMB Core Values of Respect and Integrity, Well-being and Sustainability, Equity and Justice, and Innovation and Discovery.

Nice To Haves

Experience working in a higher education setting is preferred.
Prior Ellucian Banner experience preferred.

Responsibilities

Provide administrative oversight and coordination of the registration and records operations within a School.
Provide students with direction in their studies, registration guidance and assistance, and proper records management.
Guide prospective and current students through course registration and management of student academic records.
Ensure students have appropriate information needed to make informed decisions regarding course registration, change of schedule, course withdraw, intent to graduate, and transcripts requests.
Process requests sensitively, accurately, and according to school policy by monitoring the processing of such changes, proposing changes to policy when needed, and communicating such changes within the school.
Assist team with maintaining a secure student information system for academic records used in admissions, registration and mandated reporting functions ensuring the confidentiality and accuracy for students and compliance with all regulations and requirements.
Provide recommendations to improve record management.
Assist to ensure compliance with the University’s retention policies to stay current with records management techniques relating to imaging, disaster recovery, retention schedule, and other critical issues.
Prepare registration reports as needed.
Understand and interpret with limited guidance Financial Aid and Scholarships policies, operating practices, administrative and technical procedures related to enrollment in support of inquiring prospective students and their families.
Monitor compliance with policies and procedures and make recommendations to supervisor for process improvements, administrative changes, or new initiatives.
Coordinate meetings, seminars, and other special events and may provide on-site support.
Remain competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses/conferences, and attending training and/or courses required by the supervisor.
Contribute to the overall success of the Office of Student Affairs enrollment and financial wellness functions of the School of Medicine medical doctor program by performing all other duties and responsibilities as assigned.
Perform other duties as assigned.
Assist to develop, enhance, guide, and implement strategic direction of registration and record, including registration process and record retention for the School of Medicine MD Program.
Assist to develop short-term registration system enhancements and record maintenance to ensure the student's experience is seamless and efficient.
Manage inquiries and ensure individualized follow up takes place. Assist students in complex scheduling or requests as needed.
Manage the student information system for academic records used in registration and records is secure. Prepare mandated reports ensuring the confidentiality and accuracy for student data and in compliance with all regulations and requirements. Provide and implement recommendations to improve record management.
Provide business process analysis for registration areas to support student and academic services.
Maintain and nurture effective communication and partnerships throughout the campus by conferring with business unit and campus leadership on issues pertaining to the promotion and understanding of the departmental functions.
Proactively represent the department through participation in campus meetings and special projects.
Perform administrative duties such as report formulation, and quality assurance functions.
Manage data accuracy using report writing tools and creating and running exception reports to meet University and government statistical reporting requirements.

Benefits

Retirement program (pension or optional retirement plan/ORP)
Generous PAID leave package
Over 4 weeks of vacation accrued each year
15 paid holidays
3 personal leave days
Unlimited accrual of sick time
Comprehensive health insurance
Professional learning and development programs
Tuition remission for employees and their dependents at any University System of Maryland school
Flexible work schedules
Teleworking options (if applicable per job)