Northeast Ohio Medical University — Assistant Registrar for Records Management and Reporting

Summary
Performs a variety of duties involved in the organization, maintenance, security, retention and ultimate disposition of student education records and other academic documents having continuing administrative and/or historical value. Ensures that active records are properly maintained and accessed, inactive records are handled in a manner that complies with appropriate institution, state and federal regulations, and archived records are identified and retained; assists with record retention and disposition schedules and helps educate University personnel about proper records management. Serves as a content expert about student data entry and coding standards, transfer of data and information between systems, and collaborates with other personnel to provide student data and related reporting.

Northeast Ohio Medical University is an AA/EEO Employer. The university has a strong commitment to the principles of diversity and inclusion and to maintaining working and learning environments that are free from all forms of discrimination. Women, individuals with disabilities, veterans and minorities are strongly encouraged to apply.

Pay Grade: 7
Salary Range: $41,156-$47,836
Location: Rootstown, OH

Principal Functional Responsibilities
Records Management

  • Assists with the creation and maintenance of student records (physical and electronic)
  • Collaborates with Admission colleagues and other departments to ensure that current and inactive student records contain all critical data elements and related documents (may include potential use of imaging equipment and software to convert physical records to electronic mediums)
  • Conducts audits of existing records for completeness and compliance with data standards, works with appropriate personnel to resolve any discrepancies or omissions
  • Manages transition of records of accepted applicants upon matriculation by collaborating with the Assistant Director of Admission Operations and Records to ensure that all application and support documents are received, acknowledged and coded appropriately in all systems
  • Assists with data migration between databases/software packages to ensure accuracy, completeness and consistency with data standards

Records Archiving

  • Evaluates academic and student education records using standard archival procedures to determine appropriate organization, utilizes appropriate procedures for archival processing (including evaluation of systems/solutions as needed), and determines which records to retain or dispose of based on institutional, state and federal regulations and historical value;
  • Prepares record finding aids including inventories, lists and/or index records on network database systems using a controlled vocabulary
  • Coordinates, in partnership with library personnel, the cataloging of printed/published materials that support the academic enterprise and/or student record (e.g., University Catalog, Student Handbook, Course schedules, etc)
  • Coordinates, in partnership with Information Technology personnel, appropriate disaster recovery policies and procedures related to electronic records and archives
  • Coordinates the transfer and retrieval of academic and education records to and from offsite storage
  • Assist staff, faculty and researchers in the discovery, identification and/or use of archived materials as needed, and in accordance with University, state and federal regulations governing access and confidentiality.

Reporting, Data Management, and File Requests

  • Generates accurate and complete enrollment reports, profiles, and data sets at college and university levels in compliance with state, national, and accrediting body requirements which may include transmission of data to agencies such as Clearinghouse/NSLDS, Ohio Department of Education, AAMC and IPEDS
  • Fulfills ad hoc data requests for student data from faculty and staff
  • Maintains historical data for use in enrollment projections, retention and attrition
  • Collaborates with Information Technology to develop standard reports, dashboards, and other data access tools
  • May assist with the compilation of needed support documents for committees requiring student academic record components such as the Committee on Academic and Professional Progress and Executive CAPP)
  • Customer Services Educates campus community on records management topics, both conceptual (e.g. policies and regulations) and practical (e.g. daily operational practices) in conjunction with the Office of Compliance and Risk.
  • Provide exceptional customer service to all constituents, including but not limited to, faculty, staff, students, visitors, and the community at large.

Other Duties as Assigned

  • Assist other Registrar team members during peak operating times in support of office goals.

Qualifications
Education/Degree: Bachelor’s Degree Required; or equivalent experience. Graduate/Master’s degree preferred (M.Ed./M.L.I.S./M.I.S. ideal)

Key Skills, Personal Characteristics, and Key Competencies

  • Ability to work autonomously, exercising independent judgment and decision making.
  • Shows a high degree of accountability and responsibility.
  • Detail-oriented, organized, precise and accurate in work
  • Ability to organize multiple projects simultaneously and work successfully in deadline- oriented environment (project management).
  • Strong computer application skills; proficiency with MS Office products and integrated information management/student records software (Banner, e.g.); experience with report and/or dashboard development software (Argos, e.g.); experience with document management systems.
  • Excellent communication, editorial and interpersonal skills; works collaboratively with other departments, staff, faculty and students.
  • Maintains a high level of confidentiality

Applicants should apply here: https://neomed.peopleadmin.com/postings/2985 

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