Registrar, SOM (Registrar Office)

Johns Hopkins Medicine (JHM), headquartered in Baltimore, Maryland, is an $8 billion integrated global health enterprise and one of the leading health care systems in the United States. Johns Hopkins Medicine unites physicians and scientists of the Johns Hopkins University School of Medicine (JHU SOM) with the organizations, health professionals and facilities of The Johns Hopkins Hospital and Health System.

Johns Hopkins Medicine's vision, 'Together, we will deliver the promise of medicine,' is supported by its mission to improve the health of the community and the world by setting the standard of excellence in medical education, research and clinical care. Johns Hopkins Medicine educates medical students, scientists, health care professionals and the public; conducts biomedical research; and provides patient-centered medicine to prevent, diagnose and treat human illness.

We are seeking a JHURegistrar, SOMwho is integral to the success of the JHU SOM and its role in Johns Hopkins Medicine. This position supports multiple learner groups: medical and graduate students, residents, clinical fellows, and postdoctoral research fellows, as well as other visiting trainees. The JHU SOM Registrar leads a team of professional staff and reports to the Vice Dean for Education with a secondary reporting relationship and dotted line responsibility to the University Registrar. The position works closely with multiple stakeholders, including the Associate Deans/Directors of SOM offices that support medical education, biomedical graduate education, graduate medical education, research postdoctoral training, and faculty. In conjunction with university-wide policies established by the Office of the Provost, the JHU SOM Registrar is responsible for all academic records and certifications of students, residents, fellows, and other trainees. The position collaborates with other offices on learner orientations, scheduling (courses and examinations), academic transcripts, graduation, and, as appropriate, licensing processes. This role acts in an advisory capacity to faculty and administration in the development of academic policy and ensures smooth implementation of the provisions of these policies. The JHU SOM Registrar advises officers of the institution, provides statistical information used for management decision-making, and partners with academic offices and faculty in their instructional and advising roles to seek process, policy, and technological solutions. In addition, this role represents the respective schools in interacting with peers as well as the leadership of the Student Enrollment and Account Management (SEAM)-Registration to ensure the policies, practices, and compliance align with the needs of SOM.

Specific Duties & Responsibilities

• Oversee the office which provides full-service services regarding academic programs and requirements, prepares the academic calendar aligning with the university-wide academic calendar, generates and publishes the course catalog annually following the university-wide academic calendar, and provides front counter support for SOM's many constituencies

Oversee all aspects of student records for every applicable term

• Accountable for all records office tasks following school and university policies and operational guidelines from the Office of the University Registrar
• The Registrar's Office maintains personnel records (appointments, reappointments, promotions, and terminations) for postdoctoral fellows, house staff, trainees and other observers.
• Provide leadership in executing all student records-related functions and in using established best practices while promoting an innovative and strategic mindset.
• Lead the collaboration with school leadership and across JHU in the assembly of the Course Catalog and Academic Calendar.
• Manage Tier 3 case queue and provide timely response to cases in SCM for SEAM.
• Ensures learner compliance with SOM and University immunization and regulatory training requirements, including but not limited to influenza vaccination and Title VI training.
• Coordinate closely with JHU Benefits to maintain accurate benefit eligibility for all SOM learner populations
• Create and manage policies around changes of student status, including the processing of Drop/Adds, course withdrawals, and other administrative actions in coordination with university initiatives
• Oversee Inter-divisional Registration and work closely with SEAM, other JHU academic divisions and the Office of the University Registrar to create a seamless process for students
• Oversee the implementation of all course scheduling, classroom and final exam scheduling, and posting of grades

Contribute to the formation of academic policy and procedures specifically within the SOM, and serve as a voting member of the committees.

• Establish academic policy and set policies and procedures for students, residents, fellows, and other trainees
• Vote on student promotion.
• Review and approve the degree work of master's and PhD candidates
• Recommend approved degree candidates to the Advisory Board of the Medical Faculty and the Doctor of Philosophy Board.
• The position serves as secretary for the Medical Student Promotions Committee.

Serve as administrator of SOM information systems for postdoctoral research fellows, residents, and clinical fellows.

• Manage student records and all student systems configuration with guidance from Office of the University Registrar
• Oversee the development of processes and practices that actively safeguard student data.
• Oversee, evaluate, and improve processes and systems that provide critical data promptly to various stakeholders for enrollment and financial planning, strategic modeling, and survey responses.
• Oversee the conferral process, including but not limited to producing the potential graduate list for commencement, all activities related to the end of term, diploma and transcript orders, etc.
• Ensure that necessary data is properly managed and backed up, and that appropriate data feeds from disparate systems, e.g. Occupational Health, myLearning and CPR, are imported and/or distributed to serve the many constituencies.
• Develop, prepare, analyze, and distribute reports for the Dean, Associate Deans, faculty, and staff on enrollment at the school.

Support a myriad of other functions in support of learner constituencies

• Plan and executive the annual Convocation ceremony.
• Ensure that international students and trainees are appropriately appointed in compliance with their visa status.
• Act as the designated school official for all enrollment-related reporting and the Veterans Administration related to periodic audits
• Administer the Visiting Medical Student Program and generate a medical student directory.
• Act as the Executive Chief Proctor for the NBME/USMLE activities and certify medical student eligibility for USMLE examinations.

• Serve on divisional and university committees
• Other duties as assigned

Technical qualifications or specialized certifications

• Understanding of nationally recognized practices and procedures for registrars including registration and records management, degree audit systems, transcript practices, and evolving best practices in records and registration.
• Experience with student support services; student course scheduling software or similar database; experience with FERPA and other federal and state laws/policies regarding student records privacy, and ability to interpret and apply
• Familiarity with information technology, computing applications, statistical analysis, and research used in higher education, and trends and developments in technology that apply to student systems, including web-based applications. Awareness of computer systems analysis, design, and implementation methodology as used in records and registration applications.
• Knowledge of compliance standards for government reporting for international students and students eligible for VA benefits.

Minimum Qualifications

• Bachelor's Degree.
• Five years of progressively responsible job-related experience in higher education administration and records management
• A minimum of two years of supervisory experience.

• Experience in educational leadership and administration, higher education structure and governance, and factors that impact decision-making at private research institutions.
• Administrative experience in health sciences education.

• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Master's Degree.
• Progressive leadership experience in a complex higher education registrar's office, especially in health sciences education.
• Familiarity with regulations and standards of the accrediting bodies of higher education (such as the Middle States Commission on Higher Education)
• Familiarity with regulations and standards of the accrediting bodies of medical education (including Liaison Committee on Medical Education and the Accreditation Council for Graduate Medical Education)
• Familiarity with the priorities and regulations of key funding bodies, including but not limited to the National Institutes of Health and the National Science Foundation
• Familiarity with Maryland State legislation as it pertains to higher education
• Experience with student benefits administration
• Thorough understanding and knowledge of academic and conduct policies of the Johns Hopkins University and the School of Medicine, as well as the regulatory requirements mandated by accrediting organizations and state and federal agencies

Classified Title: Registrar
Job Posting Title (Working Title):Registrar, SOM (Registrar Office)
Role/Level/Range: ACRP/04/MF
Starting Salary Range: $75,100 - $131,700 Annually ($110,000 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday - Friday 8:30 AM - 5:00 PM
FLSA Status:Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Admin Registrar Office
Personnel area: School of Medicine