Assistant Director, Registration & Records SSOM

• Oversees two Registration and Records coordinators in daily completion of job responsibilities.
• Develops and creates academic schedules and audits schedules.
• Oversees the cyclical flow of the office.
• Explains and enforces policies for access to student records in accordance with FERPA.

• Oversee daily Marketplace payments and submits deposits to Accounts Payable

• Manages student elective registration process.
• Provides expert guidance on the use of the Visiting Student Learning Opportunities (VSLO) by students and Registration Coordinator
• Constructs, maintains, and audits clinical schedules; reconciles problems.
• Assists the Registration Coordinator in processing incoming visiting students.

• Ensures student course enrollment is in compliance with graduation requirements.
• Conducts Graduation requirement audits at least twice per year (~340 p/yr) for advising purposes, followed by 170 final audits to certify graduation eligibility.

• Creates third- and fourth-year clerkship assignment track system.
• Conducts third and fourth-year clerkship schedule assignment lotteries.
• Coordinates adds and drops with appropriate clinical teaching departments.
• Enters clinical/site assignments into the database.
• Updates, audits, maintains required clerkship rosters, and keeps waiting lists to meet demand without exceeding roster capacity.
• Facilitates schedule/clerkship trades and changes.

• Supervises the on-time completion of all assessments and evaluations for SSOM students.
• Analyzes performance evaluation narrative assessments in relation to grades; identifies inconsistencies or issues; reconciles problems with teaching departments.
• Troubleshoots problems with online systems; collaborates with the Office of Informational Technology Services (ITS), IT programmers, and database analysts.
• Trains new staff and faculty on the Elective Administration system
• Assists the Registration Coordinator in the retrieval of missing grades and reconciles problems with teaching departments.

• Explains registration policies and procedures.
• Explains and interprets academic policy.
• Provides guidance to third and fourth-year students regarding schedules that will allow them to graduate on time as well as interview competitively in their M4 year for residency positions.
• Provides assistance to students with special scheduling issues, e.g., needing to repeat or remediate any graduation requirements including USMLE exams.
• Discusses schedule plans and graduation requirements.

• Participates in development of student database system. Interfaces with programmer/analysts in the Information Technology Services (ITS) to create/correct and update database applications, develop new reporting systems, and troubleshoot database problems.
• Maintains updated statistical data on student demographics in both the Student Academic Registration & Records System (STARRS) and AAMC's Student Records System (SRS)
• Participates in the maintenance and ongoing development of internal portal applications such as the Student Grading System, Elective Administration, the Educational Dashboard, and STARRS.
• Maintains corresponding student records in LUC's LOCUS database used for billing and financial aid.
• Maintains and updates clinical elective online catalog in consultation with teaching department faculty and chairpersons and with Loyola University administrators and staff.
• Validates incoming first-year student biographical and previous education data. Updates college attendance dates.
• Enters graduation data (diploma name, cum laude status, etc.) into database.
• Creates ad hoc reports based on administrative/faculty needs.
• Maintains the Stritch ORR website including the elective catalog and academic calendars through the university's TerminalFour (T4) system.

• Supports Student Affairs Deans in the creation of Medical Student Performance Evaluations (MSPEs), including responsibility for and maintenance of the bottom-line spreadsheet.
• Explains Registration and Records, grading, and academic policies and procedures to basic science and clinical teaching faculty and staff.
• Maintains updated elective catalog course offerings; solicits updates from department. Interfaces with the Curricular Year Deans to approve and finalize elective offerings.
• Interfaces with Institutional Research regarding enrollment for National Student Loan Clearinghouse reports.

• Creates elective catalog once per year for upload into VSLO (Visiting Student Learning Opportunities).
• Creates end of third year and end of fourth year class rank reports.
• Creates and distributes alumni forwarding address list.
• Assists Director in completing annual Liaison Committee on Medical Education (LCME) report.
• Prepares statistical reports on enrollment.
• Creates annual Match list and Match statistics.
• Assists in creation of graduation program.

• Assists Director in creation of academic calendars and timetables.
• Assists Director as needed with creation of reports and statistical data, student progress, etc.
• Assists Director with data entry of enrollment in university's Loyola's Online Connection to University Services (LOCUS) system.
• Assists Director in managing and overseeing records retention, including use of DocFinity.
• Meets with the University's Commencement Team in conjunction with Student Life, on some facets of the ceremony.
• Reviews and edits Commencement booklet.

• Creates statistical reports used in the cover sheet.
• Interfaces with ITS to incorporate changes to the MSPE and to troubleshoot the application, if necessary.
• Assists with uploading the finalized MSPE for each M4 student applying for residency positions.
• Perform other duties as assigned

Diversity, Equity, and Inclusion