SOM Registrar

Stony Brook University•Stony Brook, NY

About The Position

This position is responsible for managing all student academic records, ensuring policy compliance, and overseeing all registrar-related operations for the medical school, adhering to guidelines set by the AAMC and our accrediting body, the LCME. This role requires leadership within the medical school's administrative structure while managing necessary coordination with the Stony Brook University (SBU) Office of the Registrar. The medical school registrar oversees student enrollment, academic records, and graduation processes from matriculation to graduation. The ideal candidate is a seasoned leader with a steadfast commitment to student-centered service and a sophisticated understanding of academic operations, specifically within graduate or professional degree programs. They possess deep expertise in academic records management and the capacity to interpret complex regulations, including FERPA, within a high-pressure environment. Technical proficiency is essential, including mastery of Student Information Systems, Microsoft 365, and the ability to implement emerging technology solutions, such as AI, to support institutional goals. As a solutions-orientated professional, they have a proven track record of driving process improvements and technology integration while maintaining meticulous attention to detail and accuracy across multiple, competing proprieties. A collaborative and forward-thinking senior leader, the candidate will excel at building effective relationships across diverse university constituencies through cultural competence, tact, and diplomacy. They must be an adept mentor capable to fostering a culture of high performance and accountability through demonstrated leadership in team management and cross-departmental collaboration. With superior analytical and organizational skills, the successful applicant will articulate complex information clearly to all audiences, exercising sound judgement and adaptability to meet the evolving needs of the higher education landscape while upholding the institution's mission and academic principles.

Requirements

Bachelor's Degree (foreign equivalent or higher).
Five (5) years of full-time experience in higher education, with at least Three (3) years of the experience being in a medical school or health professions education setting in student affairs.
In-depth knowledge of FERPA and other relevant federal and state regulations pertaining to student records.
Expertise in Student Information Systems (SIS) (e.g. CBase, PeopleSoft).
Proficiency in Microsoft Office 365 (Work, Excel, PowerPoint, Outlook, Teams).

Nice To Haves

Familiarity with LCME accreditation standards and reporting requirements for medical schools.
Experience with TeamDynamix and SUNY Business Analytics (BI and FMS).
Experience with AAMC systems such as ERAS, SRS, and VSLO.

Responsibilities

Implement best practices for the retention, archiving, and destruction of academic records, adhering to legal, institutional, and AAMC guidelines.
Uphold strict confidentiality in compliance with federal law (FERPA) and institutional policies.
Act as the official custodian of all medical student academic records (current and alumni), ensuring their accuracy, completeness, integrity, and confidentiality, from initial enrollment through graduation and beyond.
Process and issue official documents such as transcripts, licensing forms, and enrollment and degree verifications.
Responsible for the creation and record-keeping associated with Medical Student Performance Evaluation(MSPE) letters.
Direct and oversee all aspects of student enrollment, registration, progression, and graduation for the medical school.
Manage the official academic calendars and course catalogs and coordinating session codes with the SBU Office of the Registrar to ensure cross-campus record synchronization.
Manage all student registration processes, including course lotteries (Phase II, Phase III, and Electives), processing waitlists requests, and overseeing the administration for the Visiting Student Learning Opportunities (VSLO) program, including clinical training affiliation agreements.
Monitor USMLE applications and provide weekly updates to deans to ensure students meet deadlines.
Ensure the satisfactory academic progress of students by closely monitoring student enrollment periods, tracking tuition liability deadlines, and processing academic standing decisions made by the Committee on Academic and Professional Progress (CAPP).
Support fourth-year students through the residency application process.
Maintain specific oversight of dual-degree students (including MD/MPH, MD/MBA, MD/MA, and MD/PhD) and students in the 3YMD (3-Year MD) Program, monitoring their unique academic requirements, progression schedules, and ensuring compliance with all dual-program and accelerated track regulations.
Responsible for the degree conferral process, which involves conducting comprehensive graduation audits in CBase and collaborating with the SBU Office of the Registrar to ensure degree requirements are met and to coordinate the distribution of diplomas.
Serve as a primary resource for interpreting and applying academic policies and procedures.
Ensure the accurate implementation of institutional rules related to student registration, academic standing, grading, progression through the curriculum, and graduation requirements.
Uphold compliance with federal regulations, such as FERPA, and ensure adherence to standards and guidelines set by accrediting bodies, specifically the Liaison Committee on Medical Education (LCME), and professional organizations such as the Association of American Medical Colleges (AAMC) and the National Resident Matching Program (NRMP).
Review and improve existing processes to enhance efficiency, accuracy, and the overall student experience while upholding these standards.
Responsible for providing essential student data and analysis for internal and external reporting needs.
Manage and updating key yearly functions within the AAMC Student Records Systems (SRS), such as M1 Certification, Class Promotion, Graduation Certification, and Expected Graduation Date updates, while regularly verifying CBase student records against SRS class rosters to ensure accuracy.
Generate various reports throughout the year for external agencies (e.g. AAMC, LCME, AMSNY, US News), providing data on enrollment, retention trends, graduation rates, and demographics.
Serve as a key resource in preparing and providing accurate and timely student enrollment data to support accreditation compliance and reviews (LCME) and assist internal stakeholders when needed.
Collaborate closely with a wide range of administrative and academic offices to ensure seamless student support, accurate data flow, and coordinated operations.
Serve as the primary point of contact for students, faculty, and staff regarding registrar-related services, as well as working-closely with the SBU Office of the Registrar to manage student advancement and to provide essential data and information.
Oversee system security and integrity for all student data platforms, including the medical school's Student Information System (CBase) and external agency systems (AAMC, SRS, ERAS, NRMP, VSLO, etc.).
Manage documentation, processing, and recording of all Clinical Training Affiliation Agreements with major affiliated institutions and external rotation sites used by VSLO students.
Participate in relevant professional groups and initiatives, such as GSA, COSR, NRMP, ERAS, VSLO calls and webinars
Coordinate and maintain all class email distribution lists
Process computer account requests for medical students (PowerChart, VPN, etc.)
Other Duties as assigned