Student Records Coordinator

The College of Medicine - Tucson's Office of Student Affairs, is seeking a Registration and Records Professional II. The position manages varied and complex responsibilities in student registration and records management. The position ensures compliance with institutional policies and regulations while maintaining accuracy and integrity of student records. It provides advanced support to students, faculty, and staff, and contributes to process evaluation and improvement. This role requires sound judgment and discretion in resolving registration-related issues.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!
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Registration and Records Management:

• Administer student registration and records processes, ensuring accuracy, integrity, and timeliness of data.
• Coordinate with scheduling 1st-4th year COM-T students through UAccess and OASIS, including 4th-year graduation checks.
• Coordinate visiting student rotations via VSLO, Clinician Nexus, and COM-Phoenix. Manage student compliance, credentialing, and alumni medical education requests in line with university standards.

Student, Faculty, and Staff Support:

• Provides advanced guidance and customer service to students, faculty, and staff on registration and records matters.
• Applies working knowledge of policies, procedures, and academic regulations, and resolution of routine and moderately complex issues, including those of a sensitive nature.
• Communicates effectively to ensure stakeholders have the information needed to make informed decisions.

Compliance and Policy Implementation:

• Ensure office practices adhere to institutional, state, and federal regulations, including FERPA.
• Maintain accuracy and compliance across platforms including OASIS, UAccess, DocuWare, MCE, VSLO, BOX, SRS, Verification Log Drive, COM-PHX Away Tracking Log, SF Match, Clinician Nexus, RCAS, ERAS, and NBME. Identify areas for procedural updates and recommend solutions to mitigate compliance risks.

Process Evaluation and Improvement:

• Reviews and analyzes current registration and records processes to identify opportunities for improvement. Recommends and implements enhancements to improve accuracy, efficiency, and service delivery.
• Participates in the development of best practices and contributes to office-wide initiatives that support continuous improvement.

Collaboration and Training:

• Collaborates with colleagues across academic and administrative units to support institutional initiatives related to student success and records management.
• Provides training, guidance, and support to staff on registration systems, procedures, and policies.
• Acts as a resource for problem resolution and promotes consistency in processes across the department.

Knowledge, Skills, and Abilities:

• Knowledge of student information systems, registration and records management practices, and applicable university, state, and federal regulations (including FERPA).
• Knowledge of academic policies, procedures, and degree/program requirements to accurately guide and support students, faculty, and staff.
• Skill in analyzing and resolving varied and complex registration and records issues with discretion and sound judgment.
• Skill in interpreting and applying policies to ensure compliance and consistency across processes.
• Skill in communication, both written and verbal, with the ability to explain complex information clearly and professionally to various audiences.
• Ability to manage multiple priorities in a deadline-driven environment while maintaining accuracy and attention to detail.
• Ability to contribute to process improvement initiatives by evaluating procedures and recommending effective solutions.
• Ability to collaborate with colleagues across academic and administrative units and to provide training and guidance to staff.
• Ability to maintain confidentiality of sensitive student information and exercise discretion in handling records-related matters.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• Bachelor's degree in a related field or equivalent combination of education.
• Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.

• Experience in CoM-T Student Affairs.