Brown University — Director, Academic Records

Job Description:

The Director, Academic Records oversees and manages records and registration-related services focusing on high standards of student service and integrity of student records, including development, enhancement, and documentation of registration and records-related procedures. The Director oversees the records, registration, and scheduling functions in the internal medical school scheduling database (OASIS) and is the liaison to the University Registrar’s Office responsible for ensuring the accuracy of medical students’ records and registration in the official University database (Banner). The Director is responsible for effective and sustainable registration-related services, including course enrollments and scheduling, course configuration and annual updates, and grade reporting. The Director ensures that student records are maintained and updated and that data is kept in sync across all systems, including but not limited to OASIS, Electronic Medical Student Record (EMSR), the National Board of Medical Examiners (NBME), Banner, American Association of Medical Colleges (AAMC), Liaison Committee on Medical Education (LCME), and Electronic Residency Application Service (ERAS) so that tuition charges, the official student transcript, and documents/data/reports provided to external agencies and constituents are timely and accurate. In addition, this position defines critical systems and process improvement and information needs and creates, modifies, and provides solutions, technical support, and reports for all student record and registration functions within AMS.


Education and Experience

  • Bachelor’s degree (Master’s preferred) and 5-7 years’ experience required (or equivalent combination of education and work experience)
  • Requires an in-depth understanding of current computer systems – Banner and Oasis and their reporting tools, including Cognos – and the technical expertise to develop additional technical solutions within the AMS when necessary
  • Requires working knowledge of the full range of computing functions such as programming, networks, systems, operations, databases and the ability to apply this knowledge to office needs
  • Experience in the implementation and management of student administration software in a university environment is highly desirable
  • Experience working in a medical education setting is highly desirable
  • Experience with desktop reporting tools such as Cognos is highly desirable
  • Experience with database-driven web development and FileMaker Pro is highly desirable

Job Competencies

  • Excellent organizational, problem solving, and planning skills and the ability to maintain meticulous attention to detail while juggling competing priorities
  • Excellent interpersonal, oral, and written communication skills with a strong customer service orientation
  • Combination of facility with systems and the ability to relate well to both students and faculty
  • Ability to converse knowledgeably with technical support teams (Oasis, CIT, BioMed)
  • Ability to maintain a complex database infrastructure
  • The ability to use judgment, patience and decisiveness in a high volume, high activity and often pressure filled environment regarding transcript, residency application and graduation requirement deadlines
  • Strong systems, planning, problem-solving and communication and collaboration skills are required, along with the ability to work under pressure and meet deadlines
  • High level knowledge of FERPA requirements and ability to communicate requirements and provide guidance to other members of the AMS community
  • Possesses a willingness and ability to support a diverse and inclusive campus community

Criminal and education background check required.

Recruiting Start Date:

Job Posting Title:
Director, Academic Records

Warren Alpert Medical School

Grade 11

Worker Type:

Worker Sub-Type:

Time Type:
Full time

Scheduled Weekly Hours:

Position Classification:
Hybrid Eligible

Submission Guidelines:
Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.

Vaccination Requirements:
In order to maintain 90% or greater universal vaccination rates on campus, all newly hired employees at Brown University must receive the final dose of the COVID-19 vaccine before they begin work, unless they are approved for a medical or religious exemption. All employees must also receive a COVID-19 booster within thirty (30) days of becoming eligible. For more information, please visit the Healthy Brown site.

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EEO Statement:
Brown University is an E-Verify Employer.

Brown University is committed to fostering a diverse and inclusive academic global community; as an EEO/AA employer, Brown considers applicants for employment without regard to, and does not discriminate on the basis of, gender, sex, sexual orientation, gender identity, national origin, age, race, protected veteran status, disability, or any other legally protected status.

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