POSITION DESCRIPTION

 The Associate Registrar is responsible for overseeing the management of clinical education records and processes, including maintaining the CORE tracking software and managing clinic-related enrollment and scheduling. This role ensures accurate and timely documentation of student clinical hours, patient contacts, and progression through the clinical curriculum. The Associate Registrar also supports the Senior Registrar in general office operations, compliance, and student records management, playing a key role in maintaining the integrity and confidentiality of academic and clinical data. This position requires strong attention to detail, customer service, and the ability to work collaboratively with students, faculty, and administrative staff.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Record Keeping and Clinical Education Management

• Maintain and review student clinical records for accuracy and timeliness, including hours entered into CORE tracking software.
• Ensure clinic hours, checkoffs, and patient contacts are accurately recorded and updated in collaboration with faculty and clinical supervisors.
• Oversee and coordinate the excused absence process for clinical students, ensuring proper documentation, communication, and adherence to program guidelines.
• Assist with verifying student progress toward graduation, ensuring clinical and academic prerequisites are met for advancement.
• Support the Senior Registrar in posting grades and other academic records, maintaining the confidentiality and security of all student data.

 Registration and Scheduling

• Assist with entering and maintaining the academic and clinical schedules in SONIS and EMS systems under the oversight of the Senior Registrar.
• Responsible for managing all aspects of clinic scheduling in CORE every quarter, including pre-match software configuration, quality assurance post-match, and ensuring accurate, timely entering of schedules in Moodle & Sonis
• Maintain scheduling accuracy by reviewing and verifying course and clinic rotation details in CORE and Clinic Tracker, updating records as necessary to reflect changes for LOA & deviated tracks.
• Support the end-to-end scheduling process for academic courses, including planning, configuration, and execution in collaboration with departmental stakeholders
• Process and follow up on forms submitted to the Registrar’s Office, including Leave of Absence (LOA), grade changes, add/drop forms, and others as required.

 General Office Duties and Student Support

• Conduct degree audits to verify student progress toward graduation, communicating with students regarding outstanding academic and clinical requirements.
• Maintain accurate student records related to enrollment deviations, withdrawals, and LOAs, ensuring timely updates in the system.
• Oversees the HSI software to manage clinic training requirements and ensures the timely removal of students with expired compliance from clinic activities.
• Coordinate transcript ordering and enrollment verification in accordance with college policies and FERPA, reviewing transcripts for accuracy before distribution.
• Serve as Chair of the Appeals Committee and participate in other committees as needed.

Compliance and Reporting

• Support the Senior Registrar in ensuring compliance with federal, state, and accreditation requirements, including ED, IPEDS, VA, and other regulatory bodies.
• Assist in the preparation of reports and data submissions for compliance purposes, ensuring timely and accurate reporting of student data.

 Communication and Policy Application

• Communicate registration policies and procedures to students, faculty, and administrative offices, ensuring clarity and consistency.
• Interpret, apply, and communicate university policies to the broader NUNM community.
• Refer student issues to the Senior Registrar for quick resolution as necessary, ensuring excellent customer service and support to the student body.

 

EDUCATION/EXPERIENCE

Bachelor’s degree from an accredited four-year college or university and two (2) years’ experience in higher education administration, preferably registrar’s office and coordination of academic policies and/or delivery of student services experience; or equivalent combination of education and experience. Data entry experience.  Knowledge, clearinghouse reporting, veterans education benefits and international students a plus.

 

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Thorough knowledge of FERPA, Student Right to Know Act, transcript conventions and rules with respect to student confidential information. Knowledge of accreditation guidelines and academic policy.

 

PAY AND BENEFITS

• $27.90 – $29.80 an hour Base Wage
• Retirement Savings Plan
• Dental insurance
• Medical insurance
• Health savings and flexible spending accounts
• Paid time off
• Vision insurance
• Short-term and long-term disability
• Life insurance
• Tuition assistance
• 16 paid holidays including birthday
• 25% discount at NUNM Medicinary

 

This position will be based at our campus in Portland, Oregon and will be eligible for a hybrid schedule following a probationary period.  Please apply by November 12 to be considered in our initial review.