Academic Records Officer II - Herbert Wertheim College of Medicine

Florida International University is a Top 50, preeminent public research university with 55,000 students from all 50 states and more than 140 countries, as well as an alumni network of more than 340,000. Located in the global city of Miami, the university offers more than 200 degree programs at the undergraduate, graduate and professional levels, including medicine and law. FIU faculty are leaders in their fields and include National Academy members, Fulbright Scholars and MacArthur Genius Fellows. A Carnegie R1 institution, FIU drives impactful research in environmental resilience, health and technology and innovation. Home to the Wall of Wind and Institute of Environment, FIU stands at the forefront of discovery and innovation. With a focus on student success, economic mobility and community engagement, FIU is redefining what it means to be a public research university.

The Herbert Wertheim College of Medicine is currently seeking an Academic Records Officer II to join our team of professionals.

Duties include:

• Provides administrative support to the day-to-day operations of the Herbert Wertheim College of Medicine's (HWCOM) Registrar team including inquiries (phone, email, walk-ins) from Medical Doctor (MD) students, Physician Assistant (PA) students, faculty, and staff regarding grades and records. Prepares and compiles reports as needed.
• Receives and records grades in PantherSoft (PS) for the MD program. Assists in phases and functions of student matriculation, course creation, and registration in PS for the MD program.
• Manages the phases and functions of course creation and registration for Academic Year 4. Coordinates with HWCOM Human Resources (HR) regarding all faculty credentialing matters.
• Manages all functions within the National Student Clearinghouse (NSC) database for HWCOM including the correction and updates of any error resolution reports, graduation reports, and updates to students' statuses as necessary to ensure the accuracy of NSC reports.
• Assists with the imaging software maintenance and adheres to procedures that ensure documentation is maintained effectively.
• Maintains grades and records policy and procedure manual up-to-date and ensures documentation is maintained accurately.
• Serves as a point of contact for questions related to the Visiting Student Learning Opportunities (VSLO) for HWCOM MD students. Assists with processing applications for HWCOM MD students as needed.
• Develops and maintains a comprehensive database and schedule calendar for individual state licensing requirements and assists with the processing of medical licensure requests for alumni.
• Assists with the maintenance and permanent security of each matriculated MD student's official academic record including official documents pertaining to student promotion, disciplinary actions, leaves of absence, withdrawals, and other changes in status.
• Manages HWCOM Registrar email and ensures prompt response to all student record requests. Processes requests for official and unofficial transcripts, enrollment verifications, letters of good standing, jury duty deferrals, and name/address changes.
• Ensures confidentiality of student records in compliance with the Family Educational Rights and Privacy Act (FERPA). Maintains a current understanding of federal, state, and institutional policies and regulations as they relate to academic procedures and records.
• Promotes organization policies and procedures in compliance with local, state, and federal rules and regulations. Advises university personnel regarding the development and implementation of regulatory strategy, potential areas of regulatory concern, and new government/regulatory developments.
• Coordinates leave of absence/return from leave of absence meetings between students and administrative staff/faculty.
• Collects, compiles, and reviews all student documents submitted for residency reclassification. Communicates with students regarding pending or missing documentation and informs them of the final decision.
• Provides support with enrollment services responsibilities including but not limited to compliance and extended excused absence processes as assigned in peak times of administrative need.
• Performs other duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.
• Manages course creation and student enrollment in PantherSoft for the Master in Physician Assistant Studies (MPAS) program. Collaborates with Financial Assistance and Student Financials to ensure tuition and fees are properly assessed.
• Addresses all MPAS alumni correspondence and requests pertaining to state licensing and degree verifications.

Bachelor's degree and four (4) years of experience with one (1) year of experience working with student information system or equivalent relational database or Master's degree and one (1) year of working experience with a student information system or equivalent relational database.

Ability to work nights and weekends or travel as required.

Ability to think critically in a fast paced environment

Comfortable with emerging technologies including web pages, Facebook, twitter, etc.

Administrative

Begin time: 8:30 AM

End time: 5:00 PM

Expanded Background Check

Current Employee

As a current employee, you must log into Employee Self Service (ESS) to apply for this and any other internal career opportunity of interest. In this account, you are able to track your applicant status in "My Applications".

To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing.

Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume/ curriculum vitae, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume into one attachment. Attached documents should be in Microsoft Word or PDF format.

*This posting will close at 12:00 am of the close date.

Prospective Employee

If you have not created a registered account, you will be asked to create a username and password for use of the system. It is recommended that you provide an active/valid e-mail account as that will be the main source of communication regarding your status within the process. In this account, you are able to track your applicant status in "My Applications".

To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing.

Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume/curriculum vitae into one attachment. Attached documents should be in Microsoft Word or PDF format. All applicants are required to complete the online application including work history and educational details (if applicable), even when attaching a resume.

*This posting will close at 12:00 am of the close date.

Clery Notice

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the University Police department at Florida International University provides information on crimes statistics, crime prevention, law enforcement, crime reporting, and other related issues for the past three (3) calendar years. The FIU Annual Security report is available online at: https://police.fiu.edu/download/annual-security-fire-safety-report/.

To obtain a paper copy of the report, please visit the FIU Police Department located at 885 SW 109th Avenue, Miami, FL, 33199 (PG5 Market Station).

Pay Transparency

Florida International University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

Notice of Non-Discrimination

FIU is a State University System of Florida member, Equal Opportunity, Equal Access, and Affirmative Action Employer for individuals with disabilities and veterans. All qualified applicants will receive consideration for employment decisions, programs, and events without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding non-discrimination, contact FIU's Office of Civil Rights at 305.348.2785 or email ocr@fiu.edu.

Reasonable Accommodation Statement

Should you need an ADA accommodation to participate in a University event, program, or activity or need to request materials in an accessible format, please contact FIU's Office of Civil Rights (OCR) at 305-348-2785 or accommodations@fiu.edu. All requests for ADA accommodation or accessible materials for this event must be submitted to OCR at least seven (7) business days prior to the event or at the earliest possible opportunity.