SOM Registrar

Required Qualifications (as evidenced by an attached resume):
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).

Preferred Qualifications:
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.

Brief Description of Duties:
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. 
 

Duties:

Student Academic Records
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. This involves managing access and disclosure of sensitive information while facilitating a student's right to review their own record. 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. Records include all official student data, including transcripts, admissions files, course registrations, grades, clinical evaluations, academic standing decisions, disciplinary actions, USMLE scores, and residency placements. Process and issue official documents such as transcripts, licensing forms, and enrollment and degree verifications. Key tasks can include recording and updating all academic transactions (such as grades, course changes, LOAs/withdrawals, and degree conferrals) with the SBU Office of the Registrar as well as in CBase to ensure data integrity. Responsible for the creation and record-keeping associated with Medical Student Performance Evaluation(MSPE) letters.
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. This involves managing access and disclosure of sensitive information while facilitating a student's right to review their own record. 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. Records include all official student data, including transcripts, admissions files, course registrations, grades, clinical evaluations, academic standing decisions, disciplinary actions, USMLE scores, and residency placements. Process and issue official documents such as transcripts, licensing forms, and enrollment and degree verifications. Key tasks can include recording and updating all academic transactions (such as grades, course changes, LOAs/withdrawals, and degree conferrals) with the SBU Office of the Registrar as well as in CBase to ensure data integrity. Responsible for the creation and record-keeping associated with Medical Student Performance Evaluation(MSPE) letters.

Student Enrollment, Registration, Progression, and Graduation
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). This includes timely and accurate processing of all grades and grade changes, and monitoring for missing grades with the SBU Office of the Registrar. A critical function involves supporting fourth-year students through the residency application process. The medical school Registrar functions as the NRMP School Administrator and manages the transfer of relevant student data to residency application services (e.g. ERAS, SF Match, ResidencyCAS, Military), including the crucial responsibility of ensuring the accuracy of uploading the Medical Student Performance Evaluation (MSPE) and official transcripts according to established match timelines. 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. 

Regulatory and Policy Compliance
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. 

Data Reporting and Analysis 
Responsible for providing essential student data and analysis for internal and external reporting needs. This includes managing 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.

Collaboration and Administration
Collaborate closely with a wide range of administrative and academic offices to ensure seamless student support, accurate data flow, and coordinated operations. Key offices include the SBU Office of the Registrar, RSOM Admissions and Student Affairs, IT, and various HSC departments relating to dual-degree students. 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.). This involves collaborating with system teams to manage user access, conduct periodic security audits, and ensure the timely removal of inactive user accounts across all systems. Manage documentation, processing, and recording of all Clinical Training Affiliation Agreements with major affiliated institutions and external rotation sites used by VSLO students. This critical task involves close coordination with Health Sciences legal counsel to ensure all agreements are executed and accurately recorded within the EXAAT tracking systems. 

Other Administrative Duties
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

Special Notes:
The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

For this position, we are unable to sponsor candidates for work visas.

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

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The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU’s good faith and reasonable estimate of the range of possible compensation at the time of posting.