New

Director, Office of Registration & Records - HSC

Loyola University Chicago

United States, Illinois, Maywood

Aug 16, 2025

Position Details

Job Title	DIR REGISTRATION & RECORDS LOYOLA'S HEALTH SCIENCE CAMPUS
Position Number	8102831
Job Category	University Staff
Job Type	Full-Time
FLSA Status	Exempt
Campus	Maywood-Health Sciences Campus
Department Name	STUDENT AFFAIRS
Location Code	STUDENT AFFS-REGIS & RECORDS (06412E)
Is this split and/or fully grant funded?	No
Duties and Responsibilities	The Director of the Office of Registration and Records ( ORR) in the Stritch School of Medicine at Loyola University Chicago's Health Sciences Campus is responsible for the strategic direction, management, and coordination of daily operations to ensure regulatory compliance, maintenance of student records, and oversight of the registration process. The Director also provides leadership and support in developing and maintaining effective linkages between ORR and the needs of other Stritch functional areas, including Admissions & Recruitment, Financial Aid, Student Affairs, Educational Affairs, and Alumni Affairs, as well as University offices, such as the University's office of Registration & Records and the Graduate School. The Director also coordinates with external partners such as the Edward Hines, Jr. VA Hospital, the Association of American Medical Colleges Student Records System, the National Board of Medical Examiners, and state, national, and federal agencies to ensure that policies and procedures are followed in order to provide the highest level of academic integrity and quality student services and alumni medical licensure and credentialing services. Position Responsibilities include but are not limited to: RECORDS MANAGEMENT Maintain accurate Academic Records for Stritch School of Medicine (SSOM) Students ensuring data confidentiality and integrity in accordance with institutional policies, federal and state educational laws and Accreditation requirements (e.g. Department of Education/Title IV, FERPA, Clearinghouse, Solomon Amendment, etc.). Respond to legal inquiries and subpoenas of Academic Records for current and former Students. Provide direction and oversight of key processes, such as transcript evaluations, student certifications, attendance record keeping, visiting student records, grade processing and progression, and student orientations. Management of document retention and storage including the preservation of archival records. Audit progress of Stritch medical Students toward fulfilling requirements for Doctor of Medicine Degree and verify eligibility for M.D. Degree. Oversee development and maintenance of publications, website pages, and the Student Directory. REGISTRATION AND DATA MANAGEMENT Collect, analyze, and disseminate data/reports and responses to administration and other internal and external constituents, e.g., annual enrollment and retention reports, student demographics, AAMC Student Records System, IBHE grant report, LCME database. Manage registration and enrollment activities, including MD/PhD program and Hines VA badging process for new and returning Students. Coordinate schedules for clinical clerkship experiences with Students and teaching Departments. Advise Students regarding requirements for and planning of clinical assignments. Manage AAMC Visiting Student Learning Opportunities (VSLO) process for visiting Students from US and non-US Medical Schools. Manage scheduling for visiting Students, including verifying academic standing at home School, acquiring documents of malpractice insurance coverage, Immunization Records, and compliance with other state and Medical Center requirements. Provide leadership in planning, development, and publication of academic Class Calendars and Schedules. Manage updates to annual Policy manuals and Elective Catalog. SYSTEM ADMINISTRATION Serve as the database expert for the student operating system and other system wide program reporting systems. Confer with information systems and medical information systems regarding student grading system, programming needs and coordination of system projects. Monitor effectiveness of current data structures, reports, and procedures, and make enhancements as necessary. Oversee accuracy, timeliness and completeness of data entry functions. Interface registration and records system with other student-related databases in the Medical School and University. CREDENTIALING SERVICES Develop, Implement, and enforce policies and procedures related to all credentialing services, including adherence to University and other agency guidelines, and state and federal laws. Provide enrollment/graduation verification services to Students, former Students, and Graduates. Verify enrollment dates, progress, and graduation eligibility or completion to support graduate medical training and medical licensure applications. Manage registration of Students for the USMLE Step 1 and Step 2 examinations; verify Students' completion of USMLE graduation requirements. Serve as Executive Chief Proctor for NBME subject examination services contracted by the Medical School; identify and train assistant Proctors. ACADEMIC FUNCTIONS Manage functions for Commencement and other Academic Ceremonies. Participate in class and program orientations, Family Weekend, Match Week, St. Luke's activities and other school functions as expected of Senior Administrative Staff. Collaborate with Campus Partners including Student Service Offices, Deans' Offices, Research Office, and School/Medical Center/University committees. Participate in external professional groups, such as NBME, NRMP, AACRAO, and AAMC, Central Group on Student Affairs and attend selected regional and national meetings as necessary. OFFICE ADMINISTRATION AND FINANCE Supervises a Staff of 3, including Assistant Director, Records Coordinator and Registration Specialist. Creates and publishes Academic Calendars. Recommends budget-related ORR operations. Manages Commencement Budget. Responsible for use of ProCard for payment of student pager accounts, replacement diplomas, and graduation supplies, as needed, and monthly ProCard reporting. Assigned duties as needed.
Minimum Education and/or Work Experience	Bachelor's Degree required. 6-10 years experience in a Higher Education environment required with strong preference for experience in a Registrar's office in a Medical School setting. 3-5 years' experience managing a Team of 2 or more.
Qualifications	Preferred Qualifications Master's Degree OR equivalent training acquired via work experience or education.
Certificates/Credentials/Licenses
Computer Skills	Microsoft Office suite (Word, Excel, Outlook, PowerPoint) Crystal Reports
Supervisory Responsibilities	Yes
Required operation of university owned vehicles	No
Does this position require direct animal or patient contact?	No
Physical Demands	None
Working Conditions	None
Open Date	08/12/2025
Close Date
Position Maximum Salary or Hourly Rate	$100,000
Position Minimum Salary or Hourly Rate	$90,000
Special Instructions to Applicants	As a Jesuit, Catholic institution of higher education, we seek candidates who will contribute to our strategic plan to deliver a Transformative Education in the Jesuit tradition. To learn more about Loyola University Chicago's mission, candidates should consult our website at www.luc.edu/mission/. For information about the university's focus on transformative education, they should consult our website at www.luc.edu/transformativeed.
About Loyola University Chicago	Founded in 1870, Loyola University Chicago is one of the nation's largest Jesuit, Catholic universities, recognized for its academic excellence, commitment to community engagement, and leadership in sustainability. A Carnegie R1 research institution, Loyola leverages its status as one of an elite group of universities with the highest level of research activity to advance knowledge that serves communities and creates global impact. With 15 schools, colleges, and institutes-including Business, Law, Medicine, Nursing, and Health Sciences-Loyola operates three primary campuses in the greater Chicago area and one in Rome, Italy, that provide students a transformative, globally connected learning experience. Consistently ranked among the nation's top universities by U.S. News & World Report, Loyola is a STARS Gold-rated institution that is ranked as one of the country's most sustainable campuses by The Princeton Review and has earned distinctions from AmeriCorps and the Carnegie Foundation for its longstanding record of service and community engagement. Guided by its Jesuit mission and commitment to caring for the whole person, Loyola educates ethical leaders who think critically, act with purpose, and strive to create a more just and sustainable world. Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits. To view our benefits in detail, click here. Loyola adheres to all applicable federal, state, and/or local civil rights laws and regulations prohibiting discrimination in private institutions of higher education. Please see the University's Nondiscrimination Policy.
Quick Link for Posting	https://www.careers.luc.edu/postings/33639