How to Apply
A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.
Job Summary
The Registration & Records Administrative Specialist will take primary responsibility for supporting processes related to medical student records management, verification and credentialing, and student mandatories and compliance requirements. The incumbent will report to the Senior Registrar/Assistant Director of Students Affairs and work in collaboration with units across the Office of Medical Student Education. The ability to project and provide outstanding, accurate and responsive customer service to medical students, alumni, faculty, staff and external agencies is an essential performance behavior for this forward-facing role.
The Registration & Records Administrative Specialist role will be designated as a hybrid-flex role. Onboarding for the position will primarily take place on-site. Thereafter the selected individual will work with the Senior Registrar/Assistant Director of Student Affairs to identify a consistent weekly schedule in support of required roles supporting medical students, staff continued learning and development, and office needs.
Responsibilities*
Student Verification and Credentialling Communication (40%)
- Respond to initial inquiries to the Office of Medical Student Education and the UMMS Registration and Records unit. Provide outstanding, timely and customer-focused communication to matriculants, current students, past students, institutional and external partners.
- Use existing records to process and/or triage credentialing paperwork to internal and external stakeholders for medical licensure, verifications of education, certification of enrollment letters, and diploma requests.
- Provide on-time, solution-oriented processing in support of medical student academic experiences and personal requests. This includes processing letters to external agencies (enrollment, letters of good standing, jury duty, etc.), verifying enrollment for NBME, and responding to record requests.
Student Record Maintenance and Support (25%)
Manage and maintain medical student academic records per established UMMS and UM protocols governing educational records. This includes creating and maintaining records by utilizing institutional databases and digital copies of historical records. Coordinate with the Senior Registrar on a record archive project that includes uploading, organizing, and performing quality reviews to ensure completeness of records.
- Provide instruction and support for students applying for graduation and updating their name and previous degree(s) for the commencement program.
Medical Student Mandatory Compliance (20%)
- Monitor and track medical student assigned mandatory trainings and compliance activities (e.g. HIPAA, immunizations).
- Assign and track mandatory matriculant background and drug screen
Course Grade Management (5%)
- Upload of grades and USMLE scores across systems. Monitor the timely grade completion to maintain efficiency with other systemic operations (i.e. residency applications and graduation) and accreditation standards
Required Qualifications*
- Bachelor's degree.
- Three to five years of experience in an office setting.
- Experience with Student Administration databases (e.g., PeopleSoft) and excellent computing skills.
- Strong customer service orientation with excellent interpersonal skills and clarity in communication.
- Proven ability to produce work products with a high degree of accuracy, organization, and detail-orientation.
- Demonstrated experience with meeting deadlines, learning quickly, problem-solving, working independently, asking questions, and using curiosity to improve processes.
Proven capacity to work well with faculty, staff, and students.
Why Join Michigan Medicine?
Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world?s most distinguished academic health systems. In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.
What Benefits can you Look Forward to?
- Excellent medical, dental and vision coverage effective on your very first day
- 2:1 Match on retirement savings
Modes of Work
Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.
Background Screening
Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.
Application Deadline
Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled any time after the minimum posting period has ended.
U-M EEO Statement
The University of Michigan is an equal employment opportunity employer.